Assisted Living Administrative Assistant

Jfshi,-Inc.; Brown Deer (WI); On-site; USD 32,000 - 42,000; Full time

Job summary

JFS Housing Inc. seeks an Assisted Living Administrative Assistant to support the Director of Assisted Living and the Assisted Living Supervisor at Deerwood Crossing Senior Residences in Brown Deer, WI.

The role involves coordinating staff orientation, scheduling medical transportation, and communicating with residents, families, and care teams. Responsibilities include maintaining MARs and records, processing paperwork, and providing excellent customer service while upholding confidentiality

Qualifications

• High School Diploma required.
• 3 years' experience working as a direct caregiver for older adults and/or adults with disabilities.
• 3 years' experience working in an office setting or administrative support position preferred.
• 2 years providing training and orientation for new resident care staff.
• Knowledge of or ability to learn Jewish culture and traditions.
• Candidates must pass criminal background checks as required by Wisconsin agencies.

Responsibilities

• Orient Resident Assistant staff; schedule medical transportation; communicate with residents, families, case managers and others about resident care.
• Lead by example, coach RA staff, and ensure tasks are completed as scheduled.
• Maintain resident care records, MARs and documentation per policy and state regulations.
• Manage administrative duties for RCAC operations and coordinate with the Assisted Living Supervisor and Director.

Skills

Customer service

Oral and written communication

Organizational skills

On-call readiness

Confidentiality

Approachability

Cultural awareness

Education

High School Diploma

Tools

Electronic Medication Administration Record (EMAR)

Nurse Call system

Microsoft Office

Job description

Description

JFS Housing Inc.

JFS Housing, Inc., develops affordable housing for low- and moderate-income individuals, families, seniors and people with disabilities. Our campus community in the Village of Brown Deer provides residents with more than a place to live. This is truly home, with all the amenities to live an active life. What makes our community truly unique is how it fosters social interaction among neighbors, yet ensures security and privacy.

Assisted Living Administrative Assistant is responsible for an administrative support role to the Director of Assisted Living and Assisted Living Supervisor at Deerwood Crossing Senior Residences, a licensed Residential Care Apartment Complex. Reporting to the Assistant Living Supervisor, responsibilities of the Assisted Living Administrative Assistant include orienting of Resident Assistant (RA) caregiver staff; scheduling and manage medical transportation schedule; communicating with residents, family members, case managers, and others about resident care; administrative duties essential to RCAC operations; and other duties as assigned.

Responsibilities and Duties

• Leads by example, encourage teamwork, and provide ongoing coaching to Resident Assistants;
• Conducts regular audits of task lists and medications administration records (MARs);to ensure that Resident Assistant tasks are completed properly and as scheduled;
• Serves on on-call rotation to respond to calls from staff that occur outside of business hours; fills vacant RA shifts as needed
• Provides and oversees orientation and training of all staff.
• Work additional caregiver shifts, as needed, due to RA absence;

Resident Services

• Acts as a liaison between staff, residents, resident's families, physicians, Family Care team, and other healthcare providers;
• Ensures that all systems for tracking resident care are completed in accordance with policies and procedures and state regulations;
• Observes and documents resident's emotional, behavioral, and physical changes in condition and reports significant concerns to Assisted Living Supervisor and/or Director of Assisted Living
• Process resident paperwork from medical appointments and review for changes in condition, med changes, and upcoming appointments;
• Manages resident transportation schedule and address gaps in transportation coverage as needed.
• Provides excellent customer service to residents
• Maintains and manages cycle fills, conducts refill audits and assist in contacting doctor's offices as needed for prescription management, files all medication paperwork, and acts as central liaison for pharmacy communication under the direction of Assisted Living Supervisor and/or RN.

Administrative Responsibilities

• Maintains files and medical records related to resident care under the supervision of the Assisted Living Supervisor and the Director of Assisted Living;
• Maintains and updates all documentation and training documents and staff and resident meeting notes
• Assists with office and medical supply inventory and order supplies as needed;
• Utilizes Nurse Call system and update system as needed;
• Participates in committees, projects, and other duties as assigned by the Director of Assisted Living

Requirements

General

Driving is not a requirement for this role.

Knowledge, understanding, and/or willingness to learn Jewish culture and traditions and those of the Agency population as necessary;

Accept other duties and responsibilities as assigned by Director of Assisted Living or RN;

Candidates must successfully pass a criminal background check with the Wisconsin Department of Justice and a caregiver background check with the Wisconsin Department of Health Services, the Department of Children and Families and the Department Safety and Professional Services.

Skills:

High School Diploma required

3 years' experience working as a direct caregiver for older adults and/or adults with disabilities required;

3 years' experience working in an office setting or administrative support position preferred;

2 years providing training and orientation for new resident care staff is required;

Approachable, customer service orientation with sensitivity to a diverse resident population;

CBRF certified for medication administration, first aid/choking, fire safety, and standard precautions;

Excellent oral and written communication skills;

Excellent customer service skills;

Knowledge of or ability to learn computer programs specific, including an Electronic Medication Administration Record system and a Nurse Call system;

Proficient in computer use and Microsoft Office applications;

Strong and demonstrated organizational skills;

Ability to serve on call for staff inquiries on a rotational basis;

Ability to occasionally work outside of regular work hours, as needed;

Ability to maintain resident confidentiality at all times.