Administrative Assistant/Scheduler

Piper Shores is Maine’s premier nonprofit continuing care retirement community, offering Independent Living, Assisted Living, and Skilled Nursing Care for our residents with a person-centered approach to care.

The Administrative Assistant/Scheduler provides administrative support to the Assisted Living and Health Center departments within Holbrook at Piper Shores. Reporting to the Director of Nursing (DON) with a dotted line reporting to the Assisted Living Director, this position is responsible for staff scheduling, payroll processing, assisting nursing and administrative staff in maintaining supplies required to operate the department, and other duties as assigned.

Employee will exemplify Holbrook at Piper Shores PersonFirst ® approach to service and/or care which is founded in the principle that every Resident is a unique person, has a unique story to tell and should be encouraged to take part in guiding their own care. The employee will provide compassionate, honest and accountable care while respecting Resident needs, preferences and choices

Responsibilities:

• Serves as first point of contact for guests and visitors by rotating between the Assisted Living entry and the Health Center entry. Answers incoming calls, takes and relays messages or transfers calls as appropriate.
• Manages staff schedules to maintain compliance with federal, state, and local regulations, as well as budgeted staffing levels. Posts schedules in advance, within time frames directed by DON and AL Director.
• Maintains staff attendance records including missed punch logs and completes bi-weekly payroll for the Health Center and Assisted Living.
• Provides administrative support to the Health Center Administrator and other team members as requested. Provides regular updates to Administrator with changes or updates to calendar.
• Compiles Quality Assurance information for quarterly meetings.
• Processes, coordinates and logs Lab, EKG, X-Ray, and related requisitions as requested.
• Assists with tracking resident incident reports and maintains required compliance components.
• Oversees the ordering of office and medical supplies. Establishes charge sheet for accounting. Reviews purchases with DON and AL Director to remain within budget.
• Receives orders and stocks shelves for AL and HC.
• Attends Morning meetings and other meetings as requested.
• Prepares billable supplies and equipment data on a monthly basis and submits to Financial Department in accordance with established deadlines.
• Distributes memos, letters, and other communication to Holbrook residents, family members and employees as requested.
• Assists in maintaining a high level of customer satisfaction for residents and guests.
• Performs other duties as assigned.

Qualifications:

• High school graduate.
• Excellent written and verbal communication skills.
• Experience in high volume medical environment performing similar functions and knowledge of medical terminology required.
• Experience with staff scheduling preferred.
• Proficient in MS office products (Word, Excel, Outlook).
• Requires good judgment to plan and set up sequences within standard procedures. Requires analysis of facts and information to take action following established guidelines.
• Excellent organizational, multi-tasking, and prioritizing skills.
• Ability to function efficiently in an environment with competing demands.

Benefits:

• Health, dental and vision insurance as low as $60/month for a top-tier plan
• 100% company sponsored short and long-term disability and life insurance
• 18 days of Paid Time Off to start, PTO buy-back feature
• 8 holidays (double pay for working holidays) and 2 paid personal days
• Retirement plan option with up to 4% company match
• Employee referral bonuses up to $1,000
• Growth opportunities and career pathways with tuition reimbursement
• Regular employee appreciation events including meals, raffles and contests
• Gift cards for outstanding service
• Generous annual performance increases to base pay
• Monthly Town Hall meetings to promote communication and hear employee concerns

Piper Shores is dedicated to a policy of compliance with all federal and state laws regarding nondiscrimination in employment.

Consistent with the Maine Human Rights Act and the American with Disabilities Act, applicants may request a reasonable accommodation if needed to participate in the application process.

All employees must be fully vaccinated against COVID-19, Influenza, and required Public Health vaccines such as MMR/TB/etc. COVID boosters are not required. A two-step TB test is required upon hire.