Administrative Executive Assistant

Job Summary: The Administrative Executive Assistant performs a wide range of administrative and office support activities to facilitate the efficient operation of the organization. Position reports directly to the Executive Program Director.

Specifications

Education: Associate degree; bachelor's degree preferred.

Experience: At least 1-2 years' experience in an office setting required-specifically healthcare, preferred. Experience taking minutes for professional meetings required. Computer skills and knowledge of relevant software and general experience working with technology required. Knowledge of the operation of standard office equipment required. 1-2 years of supervisory experience.

Number and Type of Employees Supervised (optional): 1- 3 Administrative Support Staff

Licensure, Registry or Certification Required: None

Key competencies: Must be proficient in Microsoft applications (Outlook, Word, PowerPoint, and Excel). Must possess excellent skills in Communication (written and verbal), planning/organizing, prioritizing, problem assessment and solving, attention to detail and accuracy, flexibility, and adaptability. Proficient in providing excellent customer service and teamwork oriented. Must have a solid understanding of the importance of confidentiality.

Immunizations: Be medically cleared for communicable diseases and have all immunizations up to date before engaging in direct participant contact.

Ages of Patients Rendered Care

Neonate/Infant Early Childhood Adolescent Adult Geriatric All Age Groups

Key Responsibilities:

• Provide direct administrative support to the Executive Program Director.
• Through regular auditing, oversee the accuracy of personnel records as it relates to meeting regulatory requirements and the annual re-licensure process.
• Provides administrative support for Senior TLC Leadership including but not limited to assisting with the organization/printing of agenda materials and the taking/typing of meeting minutes from meetings as directed.
• Supports the on-boarding and orienting process for new employees in order to maintain compliance with CMS and ADHC regulations
• Supports the Leadership team by overseeing/coordinating a workgroup to plan and implement Senior TLC’s annual all-staff training day, helping to ensure that annual regulatory staff training requirements are met, and beneficial training opportunities are made available.
• Serves as a liaison to Kintegra during HR related processes (terminations, job changes, etc.)
• Provides information to new and existing employees regarding Personnel Policies.
• In collaboration with the Executive Program Director, assist with the oversight of submission of personnel records to NC DAAS for the annual NC ADHC licensure renewal.
• Receives the public and answers questions, in person and by telephone; responds to inquiries from employees, citizens and others and refers, when necessary, to the appropriate person, official or department
• Oversees the scheduling of conference room reservations for meetings as requested; as well as ensuring conference rooms are kept in order and fully equipped for the needs of various meetings.
• Creates visually appealing and interesting PowerPoint presentations as directed.
• Prepares/modifies documents including correspondence, reports, drafts, memos, e-mails, & newsletters as directed, and oversees the monthly All Staff Town Halls.
• Supports Senior TLC’s mission to encourage and support the quality of life of seniors wishing to continue living in the community; its vision to be the preferred provider of individualized care for seniors in the community; and its values of respect, integrity, accountability, compatible goals, and compassionate care.
• Other duties as assigned.

Key Responsibilities - Addendum:

Senior TLC-Gastonia Specific

• Oversee the Administrative Support Assistant.
• Serve as the customer service trainer for all Senior TLC employees during new employee orientation and thereafter, as directed.

Senior TLC-Charlotte Specific

• Oversee the Participant Services Representatives & Facilities and Safety Coordinator.
• Place and coordinate catering for meetings as requested.

Senior TLC – Hickory Specific

• Oversee the Administrative Support Assistant and Receptionist.