Part - Time Administrative Assistant

Presbyterian Villages of Michigan; Kalamazoo (MI); On-site; USD 32,000 - 42,000; Full time

Job summary

Presbyterian Villages of Michigan in Kalamazoo seeks an Administrative Assistant to provide professional clerical and project support in a confidential, team-driven environment.

Responsibilities include reception, meetings, data reporting, rent collection assistance, document preparation, resident interactions, calendar management, and event coordination, with training provided for HUD/MSHDA certifications.

Qualifications

• High School Diploma or GED required.
• Follow oral and written instructions.
• Computer literate with Microsoft products.
• Trained as Certified Occupancy Specialist at HUD or MSHDA villages, a plus, but training provided.

Responsibilities

• Manages reception, phone system, and mail distribution.
• Attends meetings and prepares minutes or summaries.
• Maintains data, statistics, and reports.
• Assists with rent collection and quarterly certifications.
• Prepares correspondence and documents.
• Coordinates resident and staff interactions and events.
• Schedules calendars and maintains filing system.
• Responds to inquiries about the Village.

Skills

Customer service

Data entry

Microsoft Office

Communication

Organization

Education

High School Diploma or GED

Some college coursework

Certification training (HUD/MSHDA)

Tools

HUD/MSHDA property management software

Job description

Overview

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.

Responsibilities

• 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.

Qualifications

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.