Administrative Assistant

Presbyterian Villages of Michigan, a faith-based, premier nonprofit organization providing senior living and services in Michigan, invites you to help create new possibilities for quality living for the seniors we serve.

About the role

The Administrative Assistant provides administrative, clerical, and project support in a professional and confidential manner. This is an excellent opportunity for a team player with customer service and administrative experience, particularly in the senior housing industry.

Responsibilities

• Organize, direct, and/or manage departmental functions including reception, telephone communication system, and mail distribution.
• Attend and/or participate in meetings and/or events; transcribe and prepare minutes or summaries.
• Accumulate, maintain, verify, and report data, statistics, and research.
• Assist with collection of rent and execution of monthly certification process of residents.
• Compose, prepare, monitor, and respond to correspondence.
• Direct and assist residents, families, business invitees, and staff.
• Schedule and maintain appointments and calendars.
• Create and maintain filing systems.
• Respond to inquiries and provide information regarding the Village.
• Schedule and conduct Village tours.
• Establish and maintain resident (and prospect) records, including:
  • Filing, revising, and updating records, charts, etc.
  • Gathering required data and documentation.
  • Data input.
• Assist with information gathering, including scheduling and conducting admission interviews with potential residents and families.
• Evaluate need for and/or requisition adequate supplies, equipment, and follow-up regarding assurance issues.
• Maintain maintenance work orders.
• Coordinate special events as assigned by the Administrator.
• Create newsletters, flyers, and other documents using various software programs and desktop publishing.
• Maintain a positive customer service atmosphere, including continuous quality improvement, teamwork, mutual respect, professionalism, and accountability.
• Attend and participate in all appropriate departmental/Village meetings, training, and development opportunities.
• Embrace, uphold, and promote Presbyterian Villages of Michigan's mission, vision, beliefs, values, strategic goals, objectives, and Servant Leadership.
• Follow established policies and procedures, including:
  • Presbyterian Village employment policies and procedures.
  • Departmental policies and procedures.
  • Safety policies and procedures.
  • Federal, state, and local regulations.
• Perform any and all other duties and/or tasks as assigned or requested.

Requirements

• High School Diploma or General Education Diploma (GED).
• Ability to follow oral and written instructions, generally commensurate with some college-level education or equivalent experience.
• Computer literacy (letters, newsletters, email, Zoom/Teams).
• Certified Occupancy Specialist (COS) training at HUD or MSHDA villages is a plus but will train.
• Experience with affordable housing property management software (if working at a HUD or MSHDA governed village) is a plus.
• Math aptitude generally commensurate with some college-level education or equivalent experience.
• 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 result in ineligibility for the position.
• One to three years of related professional business office experience or equivalent combination of education and experience.
• Experience working with subsidized programs such as tax credit/MSHDA, low income, or HUD.

Skills

• Ability to communicate professionally and effectively with all levels of staff and visitors.
• Proficiency in Microsoft products, word processing, spreadsheets, database systems, and email.
• Experience with affordable housing property management software (for HUD or MSHDA governed villages) is a plus.