Key Responsibilities Resident Care Coordination Prepare paperwork for admissions, discharges, hospitalizations, transfers, and readmissions. Organize, maintain, and safeguard resident medical records in compliance with HIPAA. Manage incoming and outgoing communications related to medical appointments, diagnostic testing (MRI, CT, EMG, labs), referrals, and follow-ups. Arrange resident transportation and escorts for external appointments. Schedule and coordinate physician visits and visiting consultants. Print and prepare labs, reports, and charts for physician review. Assist with tracking annual physicals and required assessments. Office & Administrative Duties Maintain well-organized, complete, and up-to-date medical charts. Receive calls, faxes, and electronic requests related to referrals and appointments. Prepare admission packets and set up charts prior to move-in. File discharge documentation and coordinate with administrative staff for safekeeping. Support electronic documentation processes, including printing updated face sheets. Ensure forms and office supplies are well-stocked. Staff Scheduling & Payroll Support Assist with creating LPN schedules and ensuring adequate coverage. Collaborate with internal staff and external agency personnel as needed. Help prepare bi-weekly payroll, including reviewing missed punches, breaks, and time records. Required Skills & Competencies Strong proficiency in Microsoft Office (Word, Excel, Outlook). Comfortable with electronic medical record (EMR) or electronic documentation systems. Excellent communication, customer service, and interpersonal skills. Strong organizational skills with attention to detail. Ability to work collaboratively across departments. Ability to maintain strict confidentiality. Professional, courteous, pleasant, and well-groomed demeanor. Education & Experience Experience in healthcare administration, medical office support, or wellness coordination preferred. Must be able to speak, read, write, and understand English. Physical Requirements The role requires the ability to perform the following, with or without reasonable accommodation: Physical Activities Standing, walking, bending, reaching, stooping, kneeling intermittently throughout the day.

Lifting and carrying:

Up to 10 lbs frequently. Up to 20 lbs occasionally. Finger dexterity for filing, typing, phone use, and document handling. Ability to assist with evacuation procedures if needed. Ability to hear, see, perceive, and communicate clearly. Non-Physical Requirements Ability to analyze information, review documentation, and make decisions within role scope. Strong time management skills with ability to prioritize multiple tasks. Ability to remain calm under pressure in a fast-paced environment. Professional judgment and problem-solving skills. Ability to interact tactfully with residents, families, staff, and visitors. About Willow Towers / United Hebrew Willow Towers Assisted Living, part of the United Hebrew of New Rochelle campus, is committed to delivering high-quality care for older adults in a supportive, person‑centered environment. Our Wellness Office plays a vital role in ensuring residents receive timely, well-coordinated health services. We are seeking a Wellness Secretary with strong organizational skills, professional communication abilities, and a passion for supporting resident-centered care. Why Join United Hebrew? Supportive, mission-driven environment Opportunities for training and professional development Highly regarded senior living organization in Westchester County Meaningful work supporting older adults and their families Position Summary The Wellness Secretary supports the Director of Health Services with the day‑to‑day functions of the Wellness Office. This includes maintaining medical records, coordinating appointments, communicating with residents and families, and supporting scheduling and administrative tasks. The role requires strict confidentiality, accuracy, and adherence to NYS Department of Health regulations. This is a non-exempt full-time (30+ hrs/week)

NON-UNION

position.