Administrative Assistant

Presbyterian Villages of Michigan; Detroit (MI); On-site; USD 35,000 - 45,000; Full time

Job summary

Presbyterian Villages of Michigan in Detroit is seeking an Administrative Assistant to provide vital administrative and clerical support in a professional manner. Responsibilities include managing reception, scheduling appointments, maintaining records, and creating documents. Ideal candidates will have a high school diploma, customer service experience, computer literacy, and preferably hold a Certified Occupancy Specialist certificate. The role promotes teamwork and professional service, contributing to a positive environment for residents and families.

Qualifications

• Must be able to follow oral and written instructions.
• Computer literate with email, Zoom/Teams experience.
• Trained as Certified Occupancy Specialist at HUD or MSHDA villages, a plus.

Responsibilities

• Provides administrative, clerical and project support.
• Manages departmental functions including reception.
• Schedules and maintains appointments and calendars.
• Creates newsletters and flyers using various software.

Skills

Customer service experience

Organizational skills

Communication skills

Computer literacy

Attention to detail

Education

High School Diploma or GED

Certified Occupancy Specialist certificate

Tools

Microsoft Office Suite

Affordable housing property management software

Job description

Overview

Presbyterian Villages of Michigan, a faith-based, premier nonprofit organization providing senior living and services in Michigan, has a great opportunity to join our team as the Administrative Assistant at The Hartford Village, Detroit Michigan.

The Administrative Assistant is responsible for providing administrative, clerical and project support in a professional and confidential manner. Excellent opportunity for a team player with customer service and administrative experience. Experience working in senior housing industry plus.

To expedite interest, visit www.pvm.org and upload your resume AND complete application, including compensation expectations.

Responsibilities

1. Organizes, directs and/or manages departmental functions including reception, telephone communication system and mail distribution.
2. Attends and/or participates in meetings and/or events and may transcribe and prepare minutes or summaries.
3. Accumulates, maintains, verifies and reports data, statistics and research.
4. Assists with collection of rent and execution of monthly certification process of resident.
5. Composes, prepares, monitors and responds to correspondence.
6. Directs and assists residents, families, business invitees and staff.
7. Schedules and maintains appointments and calendars.
8. Creates and maintains filing system.
9. Responds to inquiries and provides information regarding the Village.
10. Scheduled and conducts Village tours.
11. Establishes and maintains resident (and prospect) records including but not limited to:
    • Filing
    • Revising and updating records, charts, etc.
    • Gathering required data and documentation
    • Data input
12. Assists with information gathering, including scheduling and conducting admission interview with potential residents and families.
13. Evaluates need for and/or requisitions adequate supplies, equipment and follow-up regarding assurance issues.
14. Maintains maintenance work orders.
15. Coordinates special events as assigned by the Adminstrator.
16. Creates newsletters, flyers and other documents utilizing various software programs and desktop publishing.
17. Creates and maintains a positive customer service atmosphere, including continuous quality improvement, teamwork, mutual respect, professionalism and accountability.
18. Attends and participates in all appropriate departmental/Village meetings, training and development opportunities.
19. Embrace, uphold and promote Presbyterian Villages of Michigan's mission, vision, beliefs, values, strategic goals, objectives and Servant Leadership.
20. Follows established policies and procedures including but not limited to:
    • Presbyterian Village employment policies and procedures
    • Departmental policies and procedures
    • Safety policies and procedures
    • Federal, state and local regulations
21. Performs any and all other duties and/or tasks as assigned or requested.

Qualifications

Education/Formal Training:

• High School Diploma or General Education Diploma (GED)
• Must be able to follow oral and written instructions, generally commensurate with some college level education or equivalent experience.
• Computer literate (letters, newsletters, email, Zoom/Teams).
• Trained as Certified Occupancy Specialist at HUD or MSHDA villages, a plus, but will train.
• Affordable housing property management software if working at a HUD or MSHDA governed village, a plus.
• Math aptitude generally commensurate with some college level education or equivalent experience.

Certificates & Licenses:

• HUD or MSHDA Villages: Certified Occupancy Specialist certificate required at hire, or within 6 months of position. Inability to obtain and sustain required certification will cause ineligibility for the position.
• Communication/Interpersonal Skills: Ability to communicate professionally and effectively with all level of staff and visitors.

Previous Experience:

• One to three years’ related professional business office experience or equivalent combination of educational experience.
• Experience working with one of the following subsidized programs: tax credit/MSHDA, low income, & HUD.

Computer Skills:

• Efficient Computer knowledge and use of Microsoft products, word processing, spreadsheets database systems and email.
• HUD or MSHDA governed village: Affordable housing property management software, a plus.

To expedite interest, visit www.pvm.org and upload your resume AND complete application, including compensation expectations.