We are seeking an Administrative Assistant who will serve as a key administrative and operational support partner. This position is responsible for coordinating the front end of the admissions process, responding to inquiries, managing prospective resident information, scheduling tours and appointments, coordinating follow-up activities, and ensuring that all admissions-related information is accurate, timely, and organized. The ideal candidate is highly organized, professional, personable, responsive, and comfortable communicating with prospective residents, family members, referral sources, healthcare professionals, and internal departments. This individual plays an important role in creating a positive first impression of the community and ensuring that prospective residents and their families receive timely and compassionate communication throughout the admissions process. Essential Functions Admissions & Intake Coordination Serve as the primary administrative point of contact for prospective residents and families contacting the community regarding residency and services. Receive and respond to telephone calls, emails, website inquiries, referrals, and other inquiries related to admissions. Gather and document prospective resident demographic, contact, clinical, and financial information as appropriate. Enter and maintain accurate prospect and referral information in the community's CRM, admissions system, or other designated platforms. Monitor new leads and ensure timely follow-up in accordance with community expectations. Coordinate the intake process from initial inquiry through scheduled tour, assessment, application, and admission. Assist the Director of Admissions with collecting required documentation from prospective residents and families. Track outstanding admissions documents and follow up with families, referral sources, and other parties as needed. Maintain organized and accurate admissions files and records. Assist with coordinating pre-admission assessments, evaluations, and other required appointments. Communicate admission updates and outstanding requirements to appropriate internal departments. Tours & Prospective Resident Experience Schedule and coordinate tours for prospective residents and their families. Prepare materials and information packets for tours and admissions appointments. Ensure prospective resident information is available and organized prior to scheduled meetings. Assist the Director of Admissions and Director of Community Relations with tour preparation and follow-up. Conduct follow-up communication with prospective residents and families following tours and inquiries. Maintain a professional, welcoming, and service-oriented experience for prospective residents and visitors. Help coordinate hospitality arrangements for prospective residents and families visiting the community. Referral & Lead Management Receive and process referrals from hospitals, rehabilitation facilities, physicians, home care agencies, social workers, case managers, senior living professionals, and other referral sources. Maintain accurate records of referral sources and lead activity. Track the status of each inquiry and referral through the admissions pipeline. Identify outstanding follow-up items and bring them to the attention of the Director of Admissions or Director of Community Relations. Assist with maintaining referral source information and contact records. Support outreach and follow-up initiatives designed to increase occupancy and generate new admissions. Administrative Support Provide day-to-day administrative support to the Director of Admissions and Director of Community Relations. Prepare correspondence, reports, spreadsheets, presentations, forms, and other admissions-related documents. Schedule meetings, appointments, assessments, and other admissions-related activities. Maintain calendars and assist with coordinating admissions-related events and meetings. Prepare daily, weekly, and monthly reports as requested. Maintain accurate records of inquiries, tours, applications, admissions, and pending prospects. Assist with tracking occupancy, move-ins, pending admissions, and other key admissions metrics. Coordinate communication between Admissions, Nursing, Executive Director, Business Office, Resident Care, and other departments. Assist with preparation of marketing and community relations materials. Perform general administrative duties necessary to support the Admissions and Community Relations departments. Communication & Customer Service Communicate professionally and compassionately with older adults, family members, caregivers, referral partners, and healthcare professionals. Handle sensitive and confidential information appropriately. Respond promptly to inquiries and requests and escalate issues to the appropriate leader when necessary. Demonstrate a high level of professionalism in all telephone, email, written, and in-person interactions. Help families navigate the admissions process and understand next steps. Maintain positive relationships with prospective residents, families, referral sources, and community partners. Qualifications High school diploma or equivalent required; associate degree preferred. Minimum of 1-3 years of experience in an administrative, healthcare, senior living, admissions, intake, customer service, or related role. Experience working in assisted living, skilled nursing, home care, healthcare, senior services, or a related environment preferred. Strong organizational and time-management skills. Excellent verbal and written communication skills. Strong customer service and interpersonal skills. Ability to manage multiple priorities and follow up consistently. Strong attention to detail and accuracy. Proficiency with Microsoft Office, including Outlook, Word, and Excel. Ability to learn and effectively utilize CRM, admissions, electronic health record, and other technology platforms. Ability to maintain confidentiality and handle sensitive resident and family information appropriately. Preferred Qualifications Experience with admissions or intake processes in assisted living, skilled nursing, home care, or healthcare. Experience working with CRM or lead-tracking systems. Knowledge of senior living admissions processes. Experience communicating with hospitals, rehabilitation facilities, physicians, social workers, and other healthcare referral sources. Bilingual skills are a plus.

Core Competencies Customer Service:

Creates a warm, professional, and responsive experience for prospective residents and families.

Organization:

Maintains accurate records and effectively manages multiple admissions and follow-up activities.

Communication:

Communicates clearly and professionally with internal and external stakeholders.

Follow-Through:

Takes ownership of outstanding items and ensures that tasks are completed timely. Attention to

Detail:

Maintains accurate information and identifies missing or inconsistent documentation.

Teamwork:

Works collaboratively with Admissions, Community Relations, Nursing, Executive Leadership, and other departments.

Professionalism:

Represents the community positively and maintains confidentiality.

Problem Solving:

Identifies issues and escalates concerns appropriately.

Technology:

Quickly learns and effectively utilizes systems necessary to manage admissions and lead activity. Performance Expectations Success in this position will be measured by the individual's ability to: Respond promptly to new inquiries and referrals. Maintain accurate and complete prospect and admissions records. Ensure consistent and timely follow-up with prospective residents and families. Keep the admissions pipeline current and organized. Support the Director of Admissions in moving qualified prospects through the admissions process. Ensure tours, assessments, and admissions appointments are properly coordinated. Maintain strong communication between Admissions and other community departments. Provide an exceptional first impression and customer experience. Support the community's occupancy and census goals. Physical Requirements Ability to sit, stand, walk, and move throughout the community as needed. Ability to use a computer and telephone for extended periods. Ability to lift and carry office materials and supplies as needed. Ability to work in a professional healthcare/senior living environment. Equal Employment Opportunity The Company is an equal opportunity employer and considers qualified applicants without regard to legally protected characteristics in accordance with applicable federal, state, and local law.

Pay:

$20.00 - $22.00 per hour

Benefits:

401(k) Dental insurance Health insurance Paid time off Vision insurance Application Question(s): This position requires managing multiple prospective residents and families at different stages of the admissions process. Describe how you stay organized and ensure that no inquiry, referral, or follow-up falls through the cracks. Have you previously handled inquiries or referrals from hospitals, rehabilitation facilities, physicians, social workers, case managers, families, or other healthcare referral sources? A family member calls about their loved one and wants information about the community. The Director of Admissions is unavailable, and you are handling several other tasks. What would you do? This position requires frequent telephone communication, follow-up calls, scheduling tours, entering information into systems, and communicating with families and referral sources. How comfortable are you performing these responsibilities in a fast-paced environment?

Experience:

healthcare administration, or customer facing coordination: 2 years (Required)

Work Location:

In person