Administrative Assistant

Presbyterian Villages of Michigan; Detroit (MI); Hybrid; USD 34,000 - 42,000; Full time

Job summary

Presbyterian Villages of Michigan is seeking an Administrative Assistant at the Dr. Violet T Lewis Village to provide professional administrative, clerical and project support with confidentiality and teamwork.

The role requires strong customer service, data entry and calendar management, plus experience with HUD/MSHDA programs. A high school diploma or GED is required, with some college and desktop publishing skills highly valued.

Qualifications

• High School Diploma or GED; follow oral and written instructions.
• Computer literate with word processing, spreadsheets and desktop publishing.
• Certified Occupancy Specialist certificate is a plus; HUD/MSHDA experience preferred.

Responsibilities

• Organizes, directs and/or manages departmental functions including reception, telephone system and mail distribution.
• Transcribes and prepares minutes or summaries for meetings or events.
• Maintains data, statistics and research; prepares reports.

Skills

Customer service

Administrative support

Communication

Computer literacy

Data entry

Education

High School Diploma or GED

Some college or equivalent experience

Certified Occupancy Specialist training

Tools

HUD/MSHDA software

Microsoft Office

Desktop publishing

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 Dr. Violet T Lewis Village. We invite you to help us create new possibilities for quality living for the seniors we serve.

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.

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 (word processing, spreadsheets and desktop publishing).
• Trained as Certified Occupancy Specialist at HUD or MSHDA villages, a plus.
• 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.