Admissions Assistant

Hamden Rehabilitation and Healthcare Center; Hamden (CT); On-site; USD 38,000 - 48,000; Full time

Job summary

Hamden Rehabilitation and Healthcare Center is seeking an Administrative Assistant to support the Director of Admissions and the administrative team. You will handle reception, word processing, mail, and data entry, ensuring smooth daily operations.

The role requires neat appearance, clear communication, and proficiency with MS Office. Some flexibility in scheduling and a cooperative attitude are essential to succeed in a busy facility.

Qualifications

• High school diploma or equivalent preferred.
• Ability to read, write and comprehend English.
• Knowledge of administrative practices, procedures and guidelines.
• Fluent with the MS Office suite and other office equipment.

Responsibilities

• Greets visitors and provides directions/information.
• Answers telephones, screens calls and relays messages.
• Types reports and general correspondence for interfacility departments.
• Assists with resident trust accounts postings.
• Receives inquiries and releases information per policy.
• Assists Admissions with inputting new residents into the system and census reporting.
• Maintains department extensions, key personnel, and on-call numbers.
• Maintains resident admission packets and discharge paperwork.
• Receives and distributes mail and payroll checks as directed.
• Monitors office equipment and stock supplies; orders parts.
• Keeps work area neat and follows safety procedures.
• Reports suspicious or hazardous conditions to supervisors.
• Supports other departments and attends required meetings.

Job description

TITLE:

Administrative Assistant

FLSA:

Non-exempt

POSITION SUMMARY:

Responsible for the effective performance of assignments relative to the general administrative work and operation of the facility.

TITLE OF SUPERVISOR:

Director of Admissions

POSITION REQUIREMENTS - Education / Experience

• Preferably a high school graduate or equivalent.
• Ability to read, write and comprehend English; ability to follow oral and written instructions.
• Is knowledgeable of administrative practices, procedures, and guidelines.
• Fluent with the MS Office suite and other office equipment.
• Ability to work hours as scheduled based on the requirements of the position assignment.
• Pleasant personality and speaking voice. Working Conditions: Works in an appropriately lighted and ventilated environment. Physical Requirements:

• Must be able to move intermittently throughout the day, proper body mechanics required - bending, stooping, turning, stretching, and reaching above the shoulders are involved.
• Must be able to see and hear or use prosthetics/equipment that will enable these senses to function adequately to assure that the requirements of this position can be fully met.
• Must be able to lift a minimum of 25 lbs.

ESSENTIAL FUNCTIONS

• 1. Greets and gives directions/information to visitors, guests, residents, sales representatives, etc.
• 2. Answers telephones, determines nature of calls and relays information within the facility as necessary. Correctly takes messages for personnel who are unavailable or locates personnel through the paging system Types various reports and forms, and general business correspondence for the interfacility departments. Assists the Administrator and Department Heads in compiling special projects.
• 3. Types various reports and forms, and general business correspondence for the interfacility departments. Assists the Administrator and Department Heads in compiling special projects.
• 4. Assists with the daily activities of resident trust accounts, i.e., posting deposits/withdrawals.
• 5. Receives inquires and releases information in accordance with established policies and procedures.
• 6. May assist Admissions in inputting new residents into point click care, scans in cards, responsible for daily census reporting.
• 7. May assist in maintaining a current list of department extensions, key personnel, and emergency phone numbers of on-call personnel.
• 8. May assist in maintaining a current file of residents by name and room number. Responsible for resident admission packets, discharge paperwork, and retains resident directories.
• 9. Receives and distributes mail and employee paychecks as directed by management.
• 10. Monitors office equipment and stock supplies and orders parts/supplies as necessary.
• 11. Keeps work area neat and clean and follows established safety procedures when operating office equipment.
• 12. Reports suspicious persons/information and unsafe/hazardous conditions to Administrator and/or Director of Administrative Services.
• 13. Support other departments when needed including performing other related duties and attends meetings as may be deemed necessary by Supervisor / Administrator and or Director.