Administrative Assistant

Illuminus; Wisconsin; On-site; USD 32,000 - 52,000; Full time

Job summary

Illuminus is seeking an Administrative Assistant to be the first point of contact for residents, families, and visitors while providing essential administrative support to departments within the community.

The role emphasizes confidentiality, professional communication, and coordination of documents, events, and daily operations to align with resident needs and regulatory standards.

Qualifications

• High School diploma or equivalent.
• Minimum of two years in a customer service or administrative role; healthcare/eldercare setting preferred.
• Word processing and spreadsheet knowledge.
• Typing and filing abilities.
• Experience verifying insurance information preferred.

Responsibilities

• Establish and enhance impressions with residents, family members, and visitors.
• Maintain effective communication with residents and family members/personal representatives.
• Maintain a positive image in the community aligned with mission, vision, and values.
• Protect confidentiality of resident and employee information.
• Serve as first point of contact for internal/external customers; route inquiries to appropriate departments.
• Act as central administrative resource; support documents, forms, flyers, presentations, and communications; assist with events and projects.
• Assist with resident transportation coordination and appointment reminders.
• Assist with resident cash transactions.
• Assist with mail, faxes, and deliveries; endorse checks and prepare bank deposits.
• Manage campus phone lines and directory information.
• Assist with admission documentation collection.
• Manage copier and mail machine service; maintain inventory and supplies.
• Maintain and destroy records per retention policy.
• Verify resident insurance information for intake.

Skills

Commitment to quality

Upbeat communicator

Relate well to residents/patients

Team collaboration

Confidentiality

Independent judgment

Flexibility with interruptions

Education

High School diploma or equivalent

Tools

Word processing

Spreadsheets

Job description

Description

The Administrative Assistant serves as the first point of contact for internal and external customers while providing administrative support to departments within the community.

This job description is intended to describe the general nature and level of work performed. Specific responsibilities, work assignments, and performance expectations may vary across communities and locations to align with resident needs, operational requirements, regulatory standards, and business objectives. Additional duties may be assigned as needed.

ESSENTIAL JOB FUNCTIONS

• Establish and enhance all impressions and encounters with residents, family members, and visitors.
• Maintain and actively promote effective communication with residents and family members/personal representatives.
• Responsible for maintaining a positive image in the community keeping in alignment with our mission, vision, and values.
• Maintain confidentiality of resident and employee information.
• Serve as the first point of contact for internal and external customers, providing professional and friendly assistance in person, over the phone, and through written correspondence; accurately route inquiries and requests to the appropriate individual or department.
• Act as a central administrative resource for the community by supporting departmental initiatives and daily operations. Duties may include developing and maintaining documents, forms, flyers, presentations, and communications; and assisting with uniform coordination, resident activities, meetings, events, and special projects.
• Assist with resident transportation coordination and appointment reminders.
• Assist with resident cash transactions.
• Assist with managing mail, faxes and deliveries.
• Endorse all checks and prepare bank deposits.
• Manage campus phone lines and phone listings as well as other resident directory information.
• Assist with collecting and maintaining admission documentation.
• Manage copier and mail machine service and repair requests, ensuring timely resolution of equipment issues; maintain inventory and order toner, office supplies, and other administrative resources as needed. May assist with stocking supplies throughout the community.
• Maintain and destroy physical and electronic records according to records retention policy.
• Verify resident insurance information for initial information intake.
• Perform other duties as assigned.

Requirements

QUALIFICATIONS

• Commitment to quality programs and services for all residents and patients.
• Upbeat and personable communicator with strong customer service skills.
• Ability to relate well to the residents/patients, families, staff and the community in general.
• Ability to work cooperatively with other members of the team.
• Ability to maintain and protect the confidentiality of information.
• Ability to exercise independent judgment and make sound decisions.
• Tolerance of interruptions and ability to be flexible with daily routine.

EXPERIENCE AND TRAINING

• High School diploma or equivalent.
• Minimum of two years of experience in a customer service role or administrative role. Experience in healthcare, insurance, or eldercare setting strongly preferred.
• Word processing and spreadsheet knowledge.
• Typing and filing abilities.
• Experience verifying insurance information preferred.