Coordinates schedules of key administrative staff using MS Outlook Scheduler.

Organizes and disseminates documents, reports and other correspondence and mailings.

Prepares agendas and meeting notices and copies and assembles packets for a variety of campus teams, as directed.

Assists in managing information and data related to quality improvement systems, as directed.

Develops and posts social media content, develops and formats organizational content such as PowerPoint presentations, brochures, monthly newsletters, and similar materials.

Set up and maintain electronic and paper filing and record-keeping systems under general guidelines.

Assists with recruitment, interview and with hiring decision in conjunction with the Assisted Living Supervisor and/or Director of Nursing.

Coordinates and assists with onboarding of new employees.

Coordinates resident transportation services.

Assists with specialized assignments for key departments as needs require.

Provides administrative support to key leadership positions.

Keeps confidentiality of work-related matters.

Attends appropriate in-service programs.

Scheduling/Timekeeping

Maintains staffing records in accordance with administrative guidelines and policies.

Schedules and organizes staff training; tracking attendance; assists in establishing training curriculum.

Collaborates with payroll to ensure staffing hours area accurate to submit payroll.

Scheduling care staff under the direction of leadership; inputs scheduling data and maintains adequate coverage according to guidelines; replaces sick leave call-ins according to facility staffing patterns or as directed by leadership; sets up and maintains schedule in accordance with administrative guidelines and polices.

Assisted Living

Provides on-call for weekend/after hours, as assigned.

Supports Household Coordinator in household duties and may aid by working the floor to fill in gaps based on facility needs.

Assists in maintaining resident records and reports (Menus, Activity Calendar).

Coordinates CCS meetings and functions for the Assisted Living.

Other

Maintains resident's rights and confidentiality of resident information; reports all suspected cases of resident abuse to the supervisor or Administrator.

Works safely and follows safety practices and standards of the facility; responsible for reporting and correcting any existing or potential safety or accident hazard.

The employee is expected to report to work when scheduled, with minimum use of sick leave, to build up sick leave balance for income protection for unexpected illness.

In this public service position, employee is required to be courteous, cooperative, and respectful at all times, with the public and clients. Also establishes and maintains a courteous, cooperative, and respectful working relationship with other employees, supervisors, and public officials.

Physical demands: Sits at desk, uses hearing, near vision and fingering for typing, word processor/personal computer, calculators, copiers, or other office machines. Uses clear and concise oral communication with clients, callers, department staff. Moves about the office. Handles papers and manuals, etc.  Some time is spent standing and reaching in order to perform filing or other duties and lifting files, copy paper, and other office materials. Occasionally, pushes and pulls wheelchairs with residents.

Transports lab work and/or residents, as requested.

This job description is not intended to encompass every job duty or responsibility but is only illustrative and is required to perform other duties as assigned.

Knowledge, Skills and Abilities

Excellent skills in office clerical functions, grammar, and business English.

Skills and abilities to design, create, format, and share social media posts, documents, PowerPoint presentations, etc.

Ability to compose letters and correspondence with minimal supervision and instruction.

Ability to carry out sometimes complex oral and written instructions. 

Ability to work independently when necessary.

Ability to organize and maintain neat and orderly files and records. 

Ability to work with confidential materials.

Ability to work with the general public, County officials, and employees. 

Ability to read, write, and use independent judgment.

Ability to type accurately and efficiently.

Training, Experience and Other Requirements

Associate degree in administrative assistant, office computer specialist, or other office clerical course or equivalent experience.  May consider other relevant combinations of education and experience that provide equivalent knowledge, skills, and abilities.

Five years of office experience, some at an administrative level, including designing, creating, and sharing social media posts, PowerPoint presentations, brochures, etc.

High level of interpersonal skills, organizational skills, and clerical abilities. Proficiency in MS Word, MS Excel, and MS Outlook Scheduler.

Must possess excellent interpersonal skills and be a team player.

Must pass criminal background check as required by the Wisconsin Caregiver's law.