Executive Assistant - Assisted Living Facility

 

Job Title: Executive Assistant

Reports To: Administrator and Assistant Administrator

Compensation: $23-28.00 per hour

FLSA Status: Full-Time/Non-Exempt

Benefit Package: Health Insurance (100% of employee premium), 401K(with 4% match),Quarterly Bonus, EAP, FSA, meals during shifts, paid parking or transit pass, generous PTO

The Opportunity

Everyone deserves a home, and a community, where they are valued, cared for and supported to live their most independent and fulfilling lives. All the Macdonald Residence residents have specific needs and often a history of challenging behavioral health and addictions. As the Executive Assistant, you will assist the Administrative Team in developing and implementing strategies to lead the organization to the next level in providing compassionate care for residents and fostering a supporting working environment for the staff who work here.

Your formal responsibilities will be to assist administration in a wide variety of ongoing tasks and independent projects as needed.

I. COVID-19 Response and Support

· Report COVID-19 cases to local health departments and agencies

· Coordinate COVID-19 vaccination clinics for staff

· Track COVID-19 testing results and schedule staff testing as needed

· Stay informed on fall/COVID-19 information for quality metrics

II. Front Desk Support and Management

· Provide backup support to front desk staff as needed

· Oversee front desk staff and maintain schedules

· Review and approve front desk staff PTO requests

· Assist with front desk staff interviews

· Reserve rooms for meetings and staff trainings

III. Direct Care Staffing and Attendance Tracking

· On-call for Direct Care staffing one to two times a month

· Maintain attendance tracking for monthly staffing report

IV. Resident Referrals and Admissions

· Screen potential resident referrals and attend admission team meetings

· Obtain necessary documents prior to admission

· Assist with maintaining waiting list and screening potential residents

V. Administrative Support

· Assist with maintaining annual renewal for ROI

· Stay informed and updated through DHS Provider Alerts

· Assist administrator with calendaring, deadlines, and tasks as needed

· Provide support for administrator's daily functions and projects

· Produce reports for needed documents

· Responsible for ABST updates, tracking, and direct care staff hour requirements

· Contributing to the Oregon State required Quality Metric tracking, trending, and reporting

VI. Training and Qualifications

· Complete all required state training and specific project training

· Possess excellent computer skills, spreadsheet and database experience preferred

· Communicate effectively over the telephone and in writing

· Possess excellent organizational skills

· Work independently and make appropriate decisions

· Be self-motivated and treat staff and residents in a fair and equitable manner

· Be able to sit up to 2 hours at a time, bend, straighten, and travel reasonable distances

· Communicate effectively with residents and their families

· Always maintain confidentiality of information

Work Schedule:

• This is an hourly position that occasionally requires a flexible schedule
• May work from home on occasion with the approval of an Administrator

Pre-employment Screenings

· Must be able to pass an Oregon Department of Human Services background check

· Must be able to pass drug screening

· Must provide proof of COVID vaccination or medical or religious exemption

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle or feel and to talk and hear. The employee frequently is required to sit and reach with hands and arms. The employee is occasionally required to stand; walk; stoop, kneel and crouch. Ability to sit up to 2 hours at a time; ability to bend, straighten and travel reasonable distances.

The employee must frequently lift and/or move up to 20 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, depth perception, and ability to adjust focus.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The environment is characteristic of a facility in which healthcare is provided to the frail elderly. The noise level is usually moderate.

Changes During COVID:

As an assisted living facility that provides 24/7 care for residents, most staff positions are required to be onsite. Macdonald Residence is highly committed to maintaining a COVID free environment.

The above statements are intended to describe the general nature and level of work performed. They are not intended to be construed as an exhausted list of responsibilities, duties and skills required of personnel so classified. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Maybelle Center and Macdonald Residence provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Job Type: Full-time

Pay: $23.00 - $28.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Night shift
• Weekend availability

Ability to commute/relocate:

• Portland, OR 97209: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Excel: 1 year (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)

Work Location: In person