Executive Assistant

    WEINBERG CAMPUS

Caring is more than what we do. It's who we are.

Founded over 100 years ago, Weinberg Campus is a non-profit organization committed to providing the highest level of medical care, personal attention, and skilled services. Our welcoming campus includes a variety of senior apartments, assisted living, memory care, skilled nursing care, and state-of-the-art rehabilitation.

1. JOB SUMMARY:
   • Performs, coordinates and oversees technical and office administrative duties in support of the President/CEO, COO, CFO, Board of Directors and all management level staff Campus-wide
   • Manages all aspects of the reception desk
   • Develops and manages Weinberg Campus volunteer program

1. ESSENTIAL DUTIES:
   • Ability to analyze and resolve administrative and procedural problems
   • Interpreting and implementing policies, procedures and computer applications
   • Perform basic research and prepare reports and recommendations
   • Organize own work, coordinate projects, meet deadlines and follow up with minimal supervision
   • Use initiative and independent judgement within established policy and procedural guidelines
   • Provide administrative support in the areas of procurement report preparation and staff communications
   • Communicate effectively with all levels of staff and general public sufficiently
   • Works well independently
   • Ability to multitask
   • Cultivate a positive work environment that makes all staff, residents and visitors feel welcome and respected
   • Maintain confidentiality at all times, without exception
   • Must demonstrate strong oral communication skills in both listening and speaking to internal and external customers
   • Must possess a high degree of emotional intelligence to defuse situations and identify causal factors, to create effective solutions
   • Advances level of computer proficiency in software applications – Word, Excel, PowerPoint, Act, Access and Internet
   • Data entry/typing 50 wpm

1. POSITION SPECIFIC COMPETENCIES:
   • Administrative
     1. Administrative support for President/CEO, COO, CFO Board of Directors and all levels of management campus-wide
     2. Prioritize, channel, and facilitate communications from all levels of staff through executive office
     3. Independently respond to letters and general correspondence of a routine nature, produce letters, documents, reports, spreadsheets and presentations
     4. Provide follow up to assignments given by President/CEO and COO to management, provide status reports to President/CEO and COO
     5. Process payment invoices
     6. Attend management, committee meetings and take minutes as directed by executive staff
     7. Assist reception staff when necessary
   • Front desk
     1. Manage all aspects pf the front desk reception to include:
     2. Obtain coverage for PTO or PTU time
     3. Ensure the front desk is kept clean and orderly in order to present a positive professional impression to all visitors
     4. Scheduling, delegation, and training, follow up to assignments given to staff and assignments received from various Campus departments
     5. Training, scheduling and assistance to reception relief Campus staff
   • Mass mailings/bulk mailings
     1. Producing, printing, processing, mail merges – from start to completion, database management
   • Payroll processing
     1. Weekly payroll processing including data entry input, maintain personnel records and information
   • Administrate/coordinate
     1. Campus wide – printed documents – various forms, letterhead, envelopes, business cards, postal equipment/supplies, copiers
     2. Office supply procurement for administration and various departments
     3. Develop and maintain campus-wide contract and insurance certificate database
   • Meeting room coordinator
     1. Event/function coordination in hour and public, maintain GroupWise calendar for meeting rooms. Main contact for coordination of in-house and outside meeting room functions
   • Computer applications assistance
     1. GroupWise training, assist all campus employees with various applications
   • Systems applications
     1. Assist and maintain day-to-day smooth operations of communication systems such as video messaging system, telephones, and pagers. Includes troubleshooting, resolution, and maintenance
   • Emergency systems
     1. Integrator of all alarm systems located in reception area
     2. Assist in training of reception and relief reception staff on various alarm systems
     3. Ensure procedures are followed accurately and timely during emergencies
   • Volunteer program
     1. Develop and manage all aspects of the volunteer program
     2. Perform community awareness and education in order to promote the volunteer program
     3. Interview, delegate, and supervise all volunteers
     4. Ensure all volunteers meet all of the regulatory requirements as needed
   • Performs duties as assigned
   • Participate in formal company training programs and mandatory in-services

1. WORKING CONDITIONS:

• Standard office setting, high traffic flow

1. PERSONAL OR PHYSICAL REQUIREMENTS:
   • Possess mobility to work in standard office setting and to use standard office equipment, including computer
   • Ability to lift 25lbs

1. EDUCATION:
   • Associate’s degree in business, health related, or human resources field required OR 5 years in a customer service oriented leadership position

1. EXPERIENCE:
   • Proper English usage, spelling, grammar, and punctuation; business correspondence formatting
   • Prior related experience essential
   • Basic supervisory principles and practices
   • Basic mathematical computations, record keeping
   • Time management
   • Computer applications related to work