Admin Support / Welcome Desk

Job Objective/ Summary: The Reception/Administrative Support I & II, Welcome/Marketing Services position creates a high level of satisfaction for the administrative services they provide to residents, intent list applicants, staff, visitors, and others who enter the front door to our community. This position welcomes, greets and supports residents, staff and guests with a positive, can-do approach that fosters a sense of confidence in the administrative services they provide. The position  provides reception services; answers phones; answers questions, problem-solves with  and directs their customers effectively; and provides an array of administrative support services to the community—including residents, staff, teams, departments, and across the organization. The position helps problem-solve systems issues to ensure that the processes they work with are efficient, effective and customer friendly. The position may be required to provide reception/administration support to other areas within the organization as assigned.

 

This position is temporary 30-40  hours per week from 02/21/2018 through 3/21/2018.

Hiring rate $11.00-$12.10 per hour depending on experience.

Essential Functions:

  • Serves as the “Face of Friendsview” at the service desk and with incoming phone calls. This involves looking at the person directly (in person); greeting them with a smile, positive words, and respect; finding out what the person needs, and providing direction, answers or problem solving. If not able to answer a question or request, takes down pertinent information, including contact information; develops an agreement on follow up, including follow up time frame, then follows up on the question or request to find an answer and gets back to the person in a timely manner.
  • Welcome desk services generally include greeting and directing visitors, and package and mail deliveries. This position works closely with the Marketing Department, and is expected to support the department with administrative duties and other tasks assigned by the Marketing Director. This position will provide support to people visiting Marketing with a seamless customer support experience as well as complete tasks as assigned by the Marketing Department.
  • Phones: opens and closes the phone system as per schedule; checks and directs main line voice mail messages; answers incoming phone calls, screens calls as necessary, redirects calls to the appropriate person; problem-solves phone call and phone system issues when there is a problem.
  • Maintains additional calendars and related communications as requested.
  • General administrative support (may include all or some of the following, as assigned—not listed in order of importance or frequency)
    • Opens and closes the office as required.
    • Supports donor relationships by receiving and recording donations and replying to donors in a timely manner with a thank you letter.
    • Helps update organization-wide lists such as resident information lists, department phone lists, marketing contact lists, etc., and distributes updates to relevant persons or departments on a regular basis.
    • Enters and organizes resident information into database, organizes resident files, moves resident paper files to electronic tracking system as required.
    • Supports efforts of the Marketing Department and the Executive Director as required. This can include, but not be limited to: receiving incoming calls and website inquiries, coordinating tours, sending electronic /content marketing communications, providing information packets and resources and updating the marketing data base and files and making follow-up contacts.
    • Supports departments by creating and distributing flyers, birthday cards and invitations, memorial remembrances for lobby and health care areas, documents, etc.; entering data into databases; organizing paperwork; coordinating the ordering, delivery and stocking of printed materials and brochures; setting up tours; organizing and mailing packets; making phone contact calls; providing administrative support for resident moves and transfers; etc..
    • Assists resident services with guest room assignments (especially on evenings and weekends), ensuring that visitors know where they are going, have a key, etc; and ensures that housekeeping is aware of guest room assignments so they can prepare rooms for occupancy.
  • Assists in entering work orders into facility work order system as requested (especially on evenings and weekends), following protocols established by the Facility Services Department.
  • Works with other departments to ensure processes that cross between departments work effectively.
  • Works a schedule that meets the needs of residents and the community. In addition to normal business hours, may involve working evenings, weekends and holidays.
  • Does not share personal or work-related concerns with or in front of residents and visitors.
  • Adheres to Friendsview’s policies and procedures, including those covering privacy and security in compliance with HIPAA regulations, and codes of conduct. Maintains confidentiality and respects residents and staff privacy at all times.

Other Duties & Responsibilities

  • Demonstrates the values of Friendsview Retirement Community: integrity, stewardship, compassion, community, excellence, dignity, service, Friends heritage.
  • Attends, participates in, and completes staff meetings, orientation, and training and educational activities as required.
  • Dresses appropriately (business casual, including no jeans), following appropriate dress and uniform policies and guidelines as directed by supervisor.
  • Must be able to maintain regular and reliable attendance as per job requirements and Friendsview’s policies.
  • Other duties as assigned.

 

Qualifications and Job Requirements:

  • Job Education, Licenses/Certifications, Knowledge & Experience:
    • High school and one—two years of relevant work experience, or a relevant one-year certificate program or post-high school education.
  • Supervising (direct reports and level of supervision): no supervisory responsibilities
  • Decision Making: Receives general supervision and is expected to follow a clear set of instructions or written procedures. Decision-making with limited discretion, latitude, or negotiation. Assistance or resources are readily available.
  • Interpersonal Skills/Interactions: Interactions are both one-on-one, with own work group or other departments. Communications are routine and non-routine in nature and require discussion. Communication and interpersonal skills are important and refined. May have substantial, but limited contact with the public.

Additional Skills & Abilities:

  • Must demonstrate qualities of a team player who helps those served grow as persons, become wiser, freer and more autonomous; and still provides a systematic, data-oriented perspective to business decisions.
  • Must be able to provide excellent customer services to constituents in person, on the phone, and by email; interacting with a variety of people in a courteous and professional manner.
  • Must be able to maintain confidentiality.
  • Must be a flexible and positive team player.
  • Must be to maintain composure and customer service focus with a sometimes high volume of customer services demands.
  • Must be able to handle competing demands with professionalism and tact, prioritize multiple projects and work load, and ask supervisor for assistance when necessary.
  • Must have good organizational skills, and be able to work independently with consistent follow through.
  • Must be able to appreciate and meet the needs of older adults with an awareness of volume, pacing, and with the ability to remember names.
  • Must be able to effectively communicate in English, both verbally and in writing with accurate spelling and grammar.
  • Must be competent at using relevant office equipment including multi-phone line system, copier, etc.
  • Must have demonstrated knowledge and skills of Microsoft Excel, Word, various databases, and web-based applications. Must be willing and able to learn computer programs necessary to complete assigned work, including the marketing lead tracking software system.

Additional Requirements:

  • Must successfully pass the Department of Human Services (DHS) criminal background check and, if applicable, fingerprinting.
  • Must be able to pass a pre-employment drug screen.
  • Must be able to pass the pre-employment reference checks.
  • Must be able to provide the official grade transcripts of the education level provided on the employment application.
  • Must be able to provide a copy of his/her own social security card for W-4 documentation.
  • Must be able to provide applicable documentation(s) for I-9 in order to establish identity and authorization to work in the US.

 

Bloodborne Pathogens Exposure Category II: Your tasks involve no routine exposure to blood, body fluids, tissues, or other contaminated materials. In the event of an unexpected blood, body fluid or tissue spill there will be an employee available who has been designated to take responsibility for clean-up and decontamination of potentially infectious body substances. You are not to come in contact with potentially infectious body substances.

 

Physical Requirements and Working Conditions:

    • Must be able to sit for up to two hours at a time.
    • Must be able to sit at a computer, keyboarding for up to two hours at a time.
    • Must be able to bend, straighten, sit, stand, and walk reasonable distances throughout the day.
    • Must be able to lift and move up to 10 pounds on an occasional basis, and up to 25 pounds on an infrequent basis.

 

Note: This job description is representative of the major position requirements and is not intended to be all-inclusive.

 

Apply Online

Or Download Printed Application:

PLEASE PRINT CLEARLY. Incomplete or illegible applications will not be processed.

Return Printed Applications To:

Friendsview Human Resources
Attn: Colleen Aguilar
1301 Fulton Street
Newberg, Oregon 97132