Assisted Living Administrative Assistant

About the role

JFS Housing, Inc. develops affordable housing for low- and moderate-income individuals, families, seniors and people with disabilities. Our campus community in the Village of Brown Deer provides residents with more than a place to live, fostering social interaction while ensuring security and privacy. The Assisted Living Administrative Assistant provides administrative support to the Director of Assisted Living and Assisted Living Supervisor at Deerwood Crossing Senior Residences, a licensed Residential Care Apartment Complex.

Responsibilities

• Leads by example, encourages teamwork, and provides ongoing coaching to Resident Assistants (RAs);
• Conducts regular audits of task lists and medication administration records (MARs) to ensure RA tasks are completed properly and on schedule;
• Serves on an on-call rotation to respond to staff calls outside business hours and fills vacant RA shifts as needed;
• Provides and oversees orientation and training of all staff;
• Works additional caregiver shifts as needed due to RA absence;
• Acts as a liaison between staff, residents, residents’ families, physicians, Family Care team, and other healthcare providers;
• Ensures all systems for tracking resident care are completed in accordance with policies, procedures, and state regulations;
• Observes and documents residents’ emotional, behavioral, and physical changes, reporting significant concerns to the Assisted Living Supervisor and/or Director of Assisted Living;
• Processes resident paperwork from medical appointments and reviews for changes in condition, medication changes, and upcoming appointments;
• Manages resident transportation schedule and addresses gaps in coverage as needed;
• Provides excellent customer service to residents;
• Maintains and manages cycle fills, conducts refill audits, contacts doctor’s offices for prescription management, files all medication paperwork, and serves as central liaison for pharmacy communication under the direction of the Assisted Living Supervisor and/or RN;
• Maintains files and medical records related to resident care under the supervision of the Assisted Living Supervisor and the Director of Assisted Living;
• Maintains and updates documentation, training documents, staff and resident meeting notes;
• Assists with office and medical supply inventory and orders supplies as needed;
• Utilizes Nurse Call system and updates it as needed;
• Participates in committees, projects, and other duties as assigned by the Director of Assisted Living.

Requirements

• Driving is not a requirement for this role;
• Knowledge, understanding, and/or willingness to learn Jewish culture and traditions and those of the Agency population as necessary;
• Accept other duties and responsibilities as assigned by the Director of Assisted Living or RN;
• Must successfully pass a criminal background check with the Wisconsin Department of Justice and a caregiver background check with the Wisconsin Department of Health Services, the Department of Children and Families, and the Department of Safety and Professional Services.

Skills

• High School Diploma required;
• 3 years’ experience working as a direct caregiver for older adults and/or adults with disabilities required;
• 3 years’ experience working in an office setting or administrative support position preferred;
• 2 years providing training and orientation for new resident care staff required;
• Approachable, customer service orientation with sensitivity to a diverse resident population;
• CBRF certified for medication administration, first aid/choking, fire safety, and standard precautions;
• Excellent oral and written communication skills;
• Excellent customer service skills;
• Knowledge of or ability to learn computer programs specific to the role, including an Electronic Medication Administration Record system and a Nurse Call system;
• Proficient in computer use and Microsoft Office applications;
• Strong and demonstrated organizational skills;
• Ability to serve on call for staff inquiries on a rotational basis;
• Ability to occasionally work outside of regular work hours, as needed;
• Ability to maintain resident confidentiality at all times.