Part - Time Administrative Assistant

Presbyterian Villages of Michigan; Kalamazoo Charter Township (MI); On-site; USD 35,000 - 50,000; Full time

Job summary

Presbyterian Villages of Michigan is seeking an Administrative Assistant to provide professional administrative, clerical, and project support in a confidential manner. This role emphasizes teamwork, accurate data handling, and strong customer service within a senior housing setting.

The position involves managing reception, scheduling, record-keeping, and coordination of resident interactions, with opportunities to assist in tours, admissions interviews, and facility communications.

Qualifications

• High School Diploma or GED required.
• Some college or equivalent experience preferred.
• Proficient with Microsoft Office and email.
• Experience with HUD/MSHDA villages is a plus, training provided.
• Strong communication and data handling abilities.

Responsibilities

• Organizes, directs, and/or manages departmental functions, including reception, telephone communication system, and mail distribution.
• Attends 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 monthly certification process of residents.
• 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.
• Schedules and conducts Village tours.
• Establishes and maintains resident (and prospect) records including filing, updating, gathering data and input.
• Assists with information gathering, including scheduling and conducting admission interviews with potential residents and families.
• Evaluates need for and/or requisitions 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.

Skills

Customer service

Administrative support

Teamwork

Communication

Education

High School Diploma or GED

Some college-level education or equivalent experience

Tools

Microsoft Office

Word processing

Email/Zoom/Teams

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.