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Ohio Living · 5 hours ago

Administrative Assistant

Ohio Living Quaker Heights

Full-time

Onsite

Entry Level

2+ years exp

Ohio Living is a company dedicated to making a difference in the lives of those in need of healthcare and supporting individuals in the next chapter of their lives. The Administrative Assistant role involves providing comprehensive administrative support to ensure effective organizational operations, managing schedules, coordinating meetings, and maintaining records.

Health CareHome Health CareHospitalNon Profit

Responsibilities

Proactively provides administrative support anticipating needs related to scheduling, meeting materials, communications, clerical support, special projects, event planning and coordinating, and distributing documents and other mailings

Multi-tasks as a shared support resource for multiple executives effectively anticipating and fulfilling administrative and communications support activities

Manages detailed calendar activity requiring interaction with internal and external executives and assistants, as well as board members, consultants, or vendors

Coordinates and executes department, committee, board, and other meetings including room reservations, meeting notifications, agenda development, set up, and clean up

Compiles, transcribes, and distributes minutes of meetings

Provides technical support for meetings and presentations

Makes travel arrangements

Prepares memos, letters, reports, slide presentations, handouts, flyers, etc. as requested

Handles collection and distribution of departmental mail and courier deliveries, then forwards and redirects when necessary. Takes mail to post office as needed

Processes daily paperwork (i.e. work orders, reports, invoices, check requests, etc.), then reviews and follows-up regarding the status of the paperwork

May verify physician license renewals, medical sanctions, NPI numbers, enter the information into the electronic medical records systems, and also maintain a list of the life plan community physicians

Maintains current and accurate records through use of computers and/or other documentation in accordance with company standards and federal, state, and local standards, guidelines, and regulations

Adheres to the records management system policy and procedures for the department and ensures departmental staff does the same

Operates within the standard company practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures

Processes check requests and pays invoices and expenses

Collects forms from new vendors used to add them to the accounting system

Monitors departmental expenses placed on credit cards and P-cards

Records budgetary expense information

May develop and maintain a system for purchasing office supplies for the department

May assign purchase order (PO) numbers to PO request, notify staff of the PO status, make PO adjustments, as necessary, and file paperwork appropriately, if applicable

May review and process pay applications, distribute copies, and save in job folders

Provides technical support for meetings and presentations

Prepares resident charges and reviews for accuracy a file that is uploaded to the Corporate Accounts Receivable Department once a month, if supporting a life plan community

May assist the Corporate Accounts Receivable Department with resident communications regarding past due charges and account status at a life plan community

Helps with board, staff, resident, and/or patient events as requested

Supports the leadership team’s day-to-day relationships by interfacing with board members, life plan community and home health and hospice staff, residents, patients, and family members as a key administrative contact and liaison by answering questions, providing information, and ensuring appropriate follow-through and/or resolution is executed in a pleasant, professional, and timely manner

Reviews and responds to compliments, complaints, and grievances from residents, patients, staff members, and other constituents as directed by the supervisor

May fill in for the Receptionist answering the multi-line telephone system and directing calls to proper departments and/or staff, monitoring the main entrance, greeting and directing visitors, verifying who is entering the building, and maintaining the sign-in log for visitors, volunteers, and vendors

All other duties as assigned