Administrative Assistant - Hebrew SeniorLife, Inc.

Hebrew SeniorLife employees set the highest standard in our commitment to redefine the experience of aging. With compassion, resilience, and determination, we make a difference in the lives of patients, residents, their families, and the broad senior care community every day. And they in ours as well. These life-changing connections give our work meaning and fuel our desire to advance our potential. To be all that we can be. At Hebrew SeniorLife, that’s uniquely possible. Because here we’re supported to always keep growing. And as we do, so does our collective impact.

Our benefits include:

• Excellent medical and dental benefits, available on your first day for positions over 24 hours/week
• A 403b retirement plan open to all employees, including per diems
• Generous paid time off
• On-site health and wellness programming
• Tuition reimbursement and scholarships
• An employee recognition program

1. Position Summary: The Administrative Assistant is a key member of the Fireman team, managing all aspects of the front desk/reception and providing exceptional customer service to residents, family members and all visitors.  The Administrative Assistant triages concerns and requests, provides administrative support to all departments within the Simon C. Fireman Community, with the primary focus being the resident services department.  Assists with special projects and provides administrative support to leadership of the R3 Program. 

1. Core Competencies:
2. Commit to and demonstrate the organization’s core values of respect, dignity and empowerment
3. Be able to form trusting relationships with residents, families and team members
4. Work collaboratively with colleagues, both within and outside the HSL continuum
5. Listen attentively; speak respectfully; maintain confidentiality
6. Demonstrate the highest quality of preparation, presentation and attention to detail
7. Have a “can-do” service mentality and the ability to take initiative and work independently.
8. Accept responsibility for all tasks assigned

• Position Responsibilities:
• Greet all visitors, ensure they sign in, assist them in whatever way needed.   
• Handle all front desk tasks, including assisting residents and visitors with a wide range of transactions; manage financial transactions, sign ups, orders (stamps, meal orders, event signups, etc.)
• Answer telephone and screen and/or direct calls.
• Work closely with, and provide support to departments including:
  • program and event planning;
  • creating calendars, flyers, notices, menus;
  • managing logistical details of ongoing services (hot lunch program, updating resident emergency medical forms, etc.);
  • organizing and tracking information and projects as needed (housing applications, employment applications, meal packaging invoices, etc.)
• Manage office supplies – keep space neat and organized, order supplies as needed to keep continuously stocked.
• Manage resident volunteers for store, coffee shop and lunch program, including keeping schedules up-to-date, finding coverage when needed and identifying and training new volunteers.
• Enter maintenance work orders into Yardi software system.
• Serve as point person for scheduling on-site service providers, e.g. podiatrist, audiologist, chiropractor, massage therapist, etc.
• Assist with other special projects/requests for Fireman leadership team.
• Provide administrative support to leadership of the R3 Program including arranging meetings, preparing documents, data entry, communication with internal and external partners, etc.

1. Qualifications:

• Bachelor’s Degree required
• Fluency in English required; fluency in Haitian-Creole, Cantonese or Vietnamese strongly preferred.
• Excellent organizational and time management skills and the ability to prioritize work and multi task
• Attention to detail and problem solving skills
• Professional, proactive, conscientious and detail-oriented
• Optimistic, patient and positive demeanor
• Excellent written and verbal communication skills and customer service skills
• Ability to display sound judgment with a sense of humor and be respectful of residents’ privacy
• Must be motivated to learn and be flexible to change
• Excellent computer skills including Windows, Word, Excel, and Power Point
• Prior experience working with seniors strongly preferred