Overview
Administrative Assistant and Event Specialist Jobs in Reno, NV at Hamilton Company
Independent Adult Day Centers
Position: Executive Administrative Assistant
Reports To: Executive Director
Job Summary:
The Executive Administrative Assistant (EAA) is responsible for supporting the Executive Director with clerical Center operations and planning, including: Guest scheduling, documentation, Guest/Responsible Party communication, scheduling tours and assessments, and planning and routing transportation. The Executive Administrative Assistant is the initial point of contact for all Center communication and holds the important responsibility for making everyone feel welcomed and accommodated.
ESSENTIAL FUNCTIONS:
Greet and screen all Guests/Visitors, answer walk-in inquiries, or refer Guests/Visitors to appropriate individuals
Coordinate Guest transportation and scheduling including drop ins and cancelations. Oversee daily route planning and record keeping
Serves as a liaison between drivers and the Executive Director for daily transportation needs
Assist and support the Executive Director with employee relations of drivers and receptionists
Support the Executive Director in the management in supervision of drivers and receptionists
Assist Executive Director with intake management including scheduling tours and assessments
Assist Guests/Responsible Party/Visitors with the sign in/out process
Assist Guests/Responsible Party/Visitors with entering/exiting the Center, as needed
Answer the phone with professional etiquette, and resourcefully respond to general inquires or transfer calls to appropriate individuals. Use instructions provided to alter/create schedules for all appointments/visits
Assist with preparation of monthly tracker and forward to Business Office Manager
Receive and file authorizations for Guest services
Assist in ensuring Guests/Responsible Party receive needed correspondence
Comply with HIPAA and other state/federal guidelines
Maintain knowledge of on-going activities, events, and outings
Communicate to teams in a professional manner
Execute duties to reflect reasonable safety standards. Universal/standard precautions must be utilized, and training obtained in areas that constitute risk
Remain alert at all times throughout scheduled shift
Remain at designated work area throughout entire shift, unless otherwise permitted by supervisor
Participate in core training and maintain certification of required trainings
Provide crisis intervention and access emergency services as needed
Attend and actively participate in staff meetings
Ensure that individuals we support are treated with dignity and respect in accordance with Independent Adult Day Centers Human Rights Policy
Complete ?odds and ends? tasks assigned by leadership or other staff members, within reason
Receive, open and sort mail to appropriate staff or center designated locations. Assemble and prepare outgoing mail, ensure that correct inserts are being used and correct labeling/shipping
Maintain inventory of cleaning and office supplies and place monthly order for each department
Maintain supply of current and relevant marketing materials at the front desk
Apply
critical thinking skills at all times with a solution-oriented mindset
Other job duties, as needed (speak to leadership for clarification)
QUALIFICATIONS:
High school diploma or equivalent
Previous experience in a human services position preferred
Proficient computer skills, including knowledge of Microsoft Word, Microsoft Excel and email systems
Positive attitude and ability to work with interdisciplinary team of professionals
Valid driver?s license in state of residence
Qualifying criminal background check and driving record check
Must be able to demonstrate competence in certain areas of training
Ability to calmly and repetitively model appropriate behavior in difficult or challenging situations
Ability to react to situations such as preventing a Guest from harming themselves
Ability to research how to do specific tasks assigned if instructions are not provided (mail merge, supply orders, etc)
ESSENTIAL PHYSICAL REQUIREMENTS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is occasionally required to stans; walk; sit; use hands to finger; handle or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stop; kneel; crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move objects/people with or without assistance. Specific vison abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus. The employee must be able to use general office equipment such as computers, photocopiers, telephones, etc. Housekeeping duties such as cleaning, cooking, snow shoveling, etc and assisting at sites with individual?s job duties may include cleaning, lifting, snow shoveling, etc. Exposure to outside weather conditions while working with individuals may be required.
PSYCHOLOGICAL REQUIREMENTS:
The employee must possess the ability to process vague, abstract, verbal and written instructions; work under stress, interruptions, and tight deadlines; problem solve, answer questions and evaluate results of performance; visualize and assess abstract ideas.
Title: Administrative Assistant and Event Specialist
Company: Hamilton Company
Location: Reno, NV
