Assisted Living Unit Secretary/Scheduler

Westminster Canterbury of Richmond offers a collaborative work environment and a sense of collegiality, where you can learn, grow, and make a lasting impact on residents and families.

About the Role

The Unit Secretary/Scheduler will implement and monitor staffing schedules to support resident care in Assisted Living. The role provides high-quality administrative assistance to the team to ensure seamless operations, including compliance with VDSS regulations. Responsibilities include maintaining confidentiality of resident documentation, delivering exceptional customer service, and following established protocols.

Responsibilities

• Greet and assist visitors to Assisted Living and provide exceptional customer service, including telephone communication
• Ensure confidentiality of Protected Health Information (PHI)
• Obtain and prepare documents for medical record scanning and complete scanning during required timeframe
• Participate and comply with all internal and external regulatory requirements
• Participate in chart audits including scanned medical documents
• Complete data entry of resident charges through Orbits to ensure proper billing
• Use and adapt to new technologies, tools, equipment, and computerized systems to impact productivity
• Communicate professionally and effectively, modeling desired behaviors
• Ensure staffing patterns and schedules for all nursing staff are met; coordinate and schedule staff to meet service needs
• Secure personnel for absences and adjust schedules as required to ensure quality resident care
• Develop and maintain schedules utilizing designated staffing software
• Responsible for Assisted Living timekeeping and payroll
• Maintain records on vacation, sick leave, leave of absence, and holidays
• Assist in coordinating educational in-services and clinical training for all staff
• Additional duties as assigned

Requirements

• High School Diploma or equivalent
• Two years of directly related experience

Skills

• Strong customer service and interpersonal skills
• Effective written and verbal communication skills
• Ability to make sound decisions based on objective analysis without direct supervision
• Good working knowledge of Microsoft Office programs (Outlook, Word, Excel, PowerPoint)
• Ability to multitask in a fast-paced, dynamic environment
• High attention to detail and ability to complete tasks on schedule
• Ability to collaborate with team members and other departments

Preferred Qualifications

• Associate degree or bachelor’s degree
• Experience working in a healthcare or retirement environment
• Proficient in medical documentation systems
• Experience working with Orbits, Kronos or similar HRIS/timekeeping software
• Experience working with On-Shift or similar scheduling software
• Experience working with MatrixCare (formerly Answers on Demand systems)

Benefits

• Gated community with 24-hour security and free covered parking
• Comprehensive benefits package including health, vision, dental, and life insurance
• Company-paid short/long-term disability insurance
• Financial wellness tools: access earnings ahead of payday with Branch, 403(b) retirement savings plan with company match and annual core contribution, HSA/FSA tax-advantaged accounts
• PTO Sell Back benefit and paid time off for both full and part-time employees
• Work-life balance with full-time/day or part-time/shift hours
• Total wellness support: Employee Assistance Program, fitness center with pool, onsite wellness offerings, and pastoral care
• On-site amenities: fitness center, banking, employee dining room, coffee shop, and salon
• Award-winning Child Development Center with priority waitlist and employee discount for full and part-time employees
• Educational assistance for continuing education and career advancement

Pay

The hiring range for this position is $18.14 to $23.80 per hour. Actual compensation depends on experience, skills, and internal equity.

About the Organization

Westminster Canterbury Richmond opened in 1975 and is a premier continuing care retirement community known for its tradition of service excellence and leadership in senior services. The community is home to approximately 1,000 senior adults and offers a vibrant lifestyle, engaging activities, and exceptional services. The organization employs around 700 professionals committed to supporting the community and upholding its mission and values. The campus includes an onsite Child Development Center with intergenerational programming.