Administrative Assistant

About the role

The Administrative Assistant plays a crucial role in supporting the operations and daily activities of The Village of Oakland Woods, a senior living facility in Pontiac, Michigan. This position is part of a faith-based, nonprofit organization that provides senior living and services.

Responsibilities

• Organizes, directs, and manages departmental functions including reception, telephone communication, and mail distribution.
• Attends and participates in meetings and events, transcribing and preparing minutes or summaries.
• Accumulates, maintains, verifies, and reports data, statistics, and research.
• Assists with collection of rent and execution of monthly certification processes for 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 systems.
• 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.
• Gathers 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 follows up regarding assurance issues.
• Maintains maintenance work orders.
• Captures and coordinates special events as assigned by the Administrator.
• Creates newsletters, flyers, and other documents using 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.
• Embrace, uphold, and promote 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

Requirements

• High School Diploma or General Education Diploma (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.
• 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.

Qualifications

• 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.
• 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.

Skills

• Ability to communicate professionally and effectively with all levels of staff and visitors.

Benefits

Presbyterian Villages of Michigan offers a comprehensive benefits package that includes health insurance, retirement plans, and paid time off.

Pay

Compensation is competitive and commensurate with experience and qualifications. Please visit www.pvm.org to apply and upload your resume and complete application, including compensation expectations.

Schedule

The Administrative Assistant works full-time hours, typically Monday through Friday, with occasional evening and weekend work as needed.