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

Education: High School degree required, associate 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, knowledge of relevant software and general experience working with technology required. Knowledge of operation of standard office equipment required.

Number and Type of Employees Supervised (optional): None

Licensure, Registry or Certification Required: Valid NC driver’s license & reliable vehicle

Key competencies: Must be proficient in Microsoft applications (Outlook, Word, PowerPoint, and Excel). Most possess excellent skills in communication (written and verbal), planning/organizing, prioritizing, problem assessment & solving, attention to detail & accuracy, flexibility, and adaptability. Proficient in providing excellent customer service and teamwork minded. 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:

• Provides administrative support for Senior TLC Leadership Team including, but not limited to placing and coordinating catering for meetings and events as requested and assisting with employee recognition such as appreciation note cards and gift cards, staff bereavement cards & floral arrangements and management of the distribution of STLC Staff Bucks for general recognition.
• Manages the Senior TLC staff store, including but not limited to the purchase, upload, and distribution of staff store inventory with the goal of ensuring team members are satisfied with the available products and are knowledgeable on how to access and utilize their staff bucks.
• 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. Also assists with setting up conference equipment for meetings and events as needed.
• Creates visually appealing and interesting PowerPoint presentations as directed. Including, but not limited to monthly Town Hall presentations.
• Manages the Senior TLC admin credit card: documenting charges receipt collection and filing.
• Assists with registering team members for conferences & all necessary associated arrangements such as hotel reservations and flights.
• Serves as a liaison to Kintegra during the hiring process and other HR related processes: including but not limited to, gathering paperwork and documentation, facilitating and completing pre-employment screenings, job changes, managing workman’s compensation paperwork, etc.
• Assists with the coordination of new employee on-boarding through scheduling orientation presentations, overseeing the orientation process, providing new employees with basic office supplies, and advising new employees on a basic level as they acclimate to Senior TLC’s office life. Additionally, oversees the cleaning out of office spaces and recycling of equipment and supplies when team members leave the organization.
• Oversees uniform provision process for new employees and annual work anniversaries.
• Maintains accuracy of VoiceFriend system & STLC phone list for all staff personnel information.
• Upholding strict confidentiality, ensures appropriate training and paperwork is completed in order to maintain compliance with CMS & Adult Day Health Center (ADHC) regulations including but not limited to: maintaining personnel files for accuracy and completion according to ADHC standards; completing annual transportation MVR checks; monitoring & managing personnel records and logs; and ensuring necessary licensures, CPR/BLS/1st Aid certifications, and competencies are up to date and meet all regulatory requirements.
• Serves as liaison to contracted leadership trainer through coordination of personality testing, tracking, & documentation of results.
• Under the direction of the Administrative Executive Assistant, assists in the overall coordination of the annual All Staff Training Days as directed/requested.
• 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.