Part - Time Administrative Assistant

Presbyterian Villages of Michigan; Kalamazoo (MI); On-site; USD 25,000 - 34,000; Full time

Job summary

Presbyterian Villages of Michigan in Kalamazoo seeks an Administrative Assistant to provide administrative, clerical and project support in a professional, confidential manner. You will assist residents, families and staff, organize departments, prepare minutes, manage records, and support rent and certification processes.

Proficiency with Microsoft Office and distributive publishing is expected; HUD/MSHDA occupancy certification is a plus and on-the-job training is provided.

Qualifications

• High School Diploma or GED required.
• Computer literate; able to use Microsoft Word, newsletters, email, Zoom/Teams.
• HUD/MSHDA Certified Occupancy Specialist certification required within 6 months of hire.
• Experience with affordable housing property management software is a plus.
• Math aptitude commensurate with some college education or equivalent experience.

Responsibilities

• Provides administrative, clerical and project support in a professional and confidential manner.
• Directs and assists residents, families, staff and visitors.
• Organizes, directs, and/or manages departmental functions including reception, mail distribution.
• Attends meetings and may transcribe and prepare minutes or summaries.
• Maintains data, statistics, and research; prepares reports.
• Assists with rent collection and certification processes for residents.
• Creates newsletters, flyers and other documents using desktop publishing tools.
• Coordinates events and village tours; maintains filing system and records.
• Coordinates admission interviews with potential residents and families.

Skills

Administrative support

Customer service

Data entry

Microsoft Office

Communication

Education

High School Diploma or GED

Some college-level education or equivalent experience

HUD/MSHDA Certified Occupancy Specialist training

Tools

HUD/MSHDA property management software

Microsoft Excel

Zoom/Teams

Job description

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.

• Organizes, directs, and/or manages departmental functions, including reception, telephone communication system, and mail distribution.
• Attends and/or participates in meetings and/or events and may transcribe and prepare minutes or summaries.
• Accumulates, maintains, verifies, and reports data, statistics, and research.
• Assists with collection of rent and execution of monthly certification process of resident.
• Composes, prepares, monitors and responds to correspondence.
• Directs and assists residents, families, business invitees and staff.
• Schedules and maintains appointments and calendars.
• Creates and maintains filing system.
• Responds to inquiries and provides information regarding the Village.
• Scheduled and conducts Village tours.
• 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
• Assists with information gathering, including scheduling and conducting admission interviews with potential residents and families.
• Evaluates need for and/or requisitions adequate supplies, equipment, and follow-up regarding assurance issues.
• Maintains maintenance work orders.
• Coordinates special events as assigned by the Administrator.
• Creates newsletters, flyers, and other documents utilizing various software programs and desktop publishing.
• Creates and maintains a positive customer service atmosphere, including continuous quality improvement, teamwork, mutual respect, professionalism and accountability.
• Attends and participates in all appropriate departmental/Village meetings, training and development opportunities.
• Embraces, upholds, and promotes Presbyterian Villages of Michigan's mission, vision, beliefs, values, strategic goals, objectives, and Servant Leadership.
• 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
• Performs any and all other duties and/or tasks as assigned or requested.

Education/Formal Training

• High School Diploma or General Educational Development (GED)
• Must be able to follow oral and written instructions, generally commensurate with some college-level education or equivalent experience.
• Computer literate (letters, newsletters, email, Zoom/Teams).
• Trained as Certified Occupancy Specialist at HUD or MSHDA villages, a plus, but will train.
• 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 levels 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.