Office Manager

Covenant Living Communities and Services; Knoxville (TN); On-site; USD 53,000 - 73,000; Full time

Benefits offered by this job

Medical insurance

PTO and holidays

403(b) with 3% match

Fitness center use

Life, AD&D

Tuition assistance

Employee assistance program

Legal services

Home/auto insurance

Discount program

Pet Insurance

Job summary

Covenant Living Communities and Services is seeking an Executive Administrative Office Operations leader to oversee the administrative office, support the Executive Director, and supervise Receptionists across campus. You will ensure compliance with regulations and policies while coordinating calendars and preparing communications.

The role involves maintaining resident records, handling vendor contracts, and contributing to community engagement through newsletters and benevolence activities.

Qualifications

• Requires High School Diploma; Bachelor’s degree preferred.
• Strong knowledge of general office practices and procedures.
• Experience in management/leadership is preferred.

Responsibilities

• Manage the administrative office and Reception desk operations.
• Coordinate calendar and schedules; compose correspondence.
• Supervise Receptionists and manage vendor contracts and insurance reports.
• Maintain resident files, benevolence records and notary services.
• Prepare weekly staff newsletter and internal communications.

Skills

Office management

Interpersonal skills

Attention to detail

Typing

Microsoft Office

Emergency response

Telephone handling

Communication

Organization

Confidentiality

Education

High School Diploma

Bachelor's degree

Tools

Vision software system

eTapestry donation system

Job description

We Are Inspired to Serve. Join us! Accountable for management of the administrative office and administrative support of the general operations of the community, all in accordance with state and federal regulations as well as organization policies and procedures. Directly manages the Receptionists and the functions of the Reception desk.

We Are Inspired to Serve. Join us! Accountable for management of the administrative office and administrative support of the general operations of the community, all in accordance with state and federal regulations as well as organization policies and procedures. Directly manages the Receptionists and the functions of the Reception desk.

Executive Administrative Office Operations

Provides primary clerical support to the Executive Director, including coordinating calendar and schedules, composing and typing correspondence, and other administrative support and clerical functions.

Serves as team member in special projects and prepare reports on specific areas as requested by the Executive Director.

Works with the Executive Director in maintaining the resident directories, manuals, building fire lists. Also general administrative procedure manual.

Admits new RL residents and scans resident updates into Vision software system. Reports resident information to corporate office, maintain resident files.

Maintains all business associate and contract files and ensures vendor contracts and related information is current for consultants used by campus. Updates business associates contract log for quarterly review.

Maintains all insurance reporting for company car/bus accidents and property/building losses to corporate office. Assists in gathering information and resolving these issues. Maintains insurance reports in binder.

Oversees the responsibility for ordering office supplies. Orders business cards for staff.

Maintains office equipment and repairs. Oversees postage and UPS functions including postage meter monitoring/refill. Distributes internal mail, faxes.

Sends out written and verbal communication from the Executive Director in a timely manner.

Prepares the weekly newsletter, distributed to staff and residents.

Prepares closed circuit TV slides for administrative communications.

Responsible for petty cash receipting and accounts payable check distribution.

Scans incoming benevolence gift checks to Stewardship Manager. Knows the eTapestry benevolence donation system, helps in updating records and benevolence correspondence.

Helps with the annual Gala fundraising event. Collects annual community benefit forms and records in benefit log.

Provides Notary services.

Supervises and manages the Receptionists in the accomplishments of their regular responsibilities, and in support of the overall operation of the administrative office and the general operations of the campus. Gives reception breaks and coverage as needed, including weekends.

Supervises the work of the receptionist's activities in the assignment of garage spaces, storage spaces, communication to facilities management of needed repairs, etc.

Responsible for Reception desk functions and operations.

Education And Work Experience

Required Degree: High School Diploma

Preferred Degree: Bachelors degree

Experience

• 2 years experience in an office or related field
• 2 years management or leadership experience

Knowledge, Skills And Ability

• Knowledge of general office practices and procedures required.
• A general knowledge of a continuing care retirement community or the ability to learn is beneficial.
• A sincere interest in people and the ability to relate to people at all levels is necessary, as well as the ability to handle a variety of tasks and responsibilities with limited supervision and direction.
• Dependable, flexible, motivated, and have a willingness to take initiative.
• Excellent skills in interpersonal relationships, organization, and communication (English, oral and written).
• Ability for accuracy and ability to maintain confidentiality, as well as tactfulness and attention to detail. Clerical skills are required.
• Accurate typing ability and knowledge of Microsoft Office, especially Word and Excel.
• Must have the ability to respond effectively and efficiently to resident potential emergency situations, including assessing and routing of information quickly to appropriate parties, 911, etc.
• Must have the ability to operate multiple telephone line system including incoming calls, transfer, and intercom calls, and to accurately transmit messages.

SupportServices

Compensation Pay Range

$53,085.00 - $73,062.75 per year

Reasonable Pay Estimate

A reasonable estimate of the pay range for this position is $53,085.00 - $73,062.75 per year. There are numerous factors taken into consideration in determining the actual offered rate of pay, including but not limited to: job-related qualifications, experience, skills, education, geographic location, and consideration of internal and external equity.

For full time employees, we offer a generous benefits package that includes:

• Medical, dental and vision insurance
• Employer paid group term life and disability
• Paid Time Off (PTO) & six paid holidays
• 403(b) with a 3% employer match
• Fitness center use at most facilities.
• Life, AD&D
• Tuition assistance and scholarships
• Employee assistance program
• Legal services, home/auto insurance, discount purchasing program
• Pet Insurance

For more information about Covenant Living and CovenantCare at Home, please visit www.covliving.org or www.covenantcareathome.org.

Covenant Living and CovenantCare Home Health and Hospice are equal opportunity employers. All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity or expression, religion, national origin or ancestry, age, disability, marital status, pregnancy, protected veteran status, protected genetic information, or any other characteristics protected by local laws, regulations, or ordinances.