1+ months

Assistant Executive Director (Full Time)

Cedar Trails Senior Living
Freeburg, IL 62243
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  • Job Code
    185809111

Job Title:

Assistant Executive Director

Department/Group:

Administration

Company Philosophy

Arrow Senior Living Management wants every person who chooses to join our team to understand that they play a very important part in a much larger story of residents' lives. It is our hope that Arrow team members create joy-filled memories with this respected generation. And because there is no greater gift that someone can give than their time, we thank you for your generosity.

Key Accountabilities

1) Be the First Face of our community: As the first touch point a visitor has with our community, you will serve as the welcoming host coordinating the recruitment process.

2) Be a Management Mechanic: Maintain and repair the mechanics of the front desk staff. It is crucial to maintain routines and align and develop staff with basic methods, procedures and techniques to keep the community running efficiently and effectively.

3) Be the HR Guru: As the leading light in your community, you will be an expert on Arrow's HR practices, provide education and guidance during HR matters, track employee training and retention efforts, as well as boasting benefits to boost employee satisfaction.

4) Be an Entrepreneurial Steward: Show initiative and resourcefulness while managing the financial and business needs of the community all while supervising arrangements, maintaining organizational structure, and keeping general order of the business needs.

Duties

  • Present a professional demeanor that communicates a corporate philosophy of service, goodwill, and genuine interest in each resident's and staff needs.Provide first-class customer service.
  • Responsible for ensuring all accounts receivable are received in a timely manner and entered appropriately for tracking and receipt by the accounting department, including oversight of the front desk team in task delegation.
  • Responsible for entering cash receipts and tracking move-ins, move-outs, and transfer activity into PointClickCare.
  • Responsible for handling all petty cash transactions, including submitting reimbursement requests, distributing funds, and tracking expenses.
  • Oversee all accounts payable information and review for accuracy to ensure bills are tracked and paid appropriately.
  • Deposit checks via check scanner.
  • Maintain financial accounts by accurately recording daily purchases and ancillary charges in resident accounts.
  • Assist Executive Director with accurate occupancy tracking by maintaining bed count within the community.
  • Responsible for payroll oversight and submission of payroll reports by deadline as set by home office.
  • Responsible for oversight and completion of human resources tasks including new employee orientation, pay changes, insurance and benefits management, worker's compensation and employee on-the-job injury, safety and motivation, employee performance evaluations, interviews, and other tasks as needed.
  • Responsible for oversight and management of department schedules, with direct responsibility for Culinary and Wellness elite schedules.
  • Conduct monthly safety meetings for each neighborhood and serve as minute-taker for monthly risk management meetings.
  • Responsible for maintaining the open jobs report; assisting with administrative duties, including maintaining applicant tracking system in online portals, such as Jobvite, with oversight by the Recruitment team.
  • Responsible for conducting interviews, making verbal offers, and conducting pre-hire checks.
  • Responsible for all telephone and front desk procedures and will directly supervise receptionists.
  • Manage team to ensure all administrative duties are completed timely and as required, including but not limited to, copying, filing, and data entry in order to support the Executive Director.
  • Familiarize yourself with residents of the community.
  • Responsible for management of 24-hour communication log and communication of findings.
  • Accurately manage resident records ensuring completed resident agreements and adequate follow-up on special agreements and renewals.
  • Create, in conjunction with the Executive Director, all resident renewal letters within the appropriate time frame established by the community prior to lease expiration and distribute accordingly.
  • Maintain renewal calendar and follow up with all renewals beginning fifteen (15) days after sending renewal letters.
  • Order and maintain inventory of office supplies for the community, as needed.
  • Maintain transportation schedule and work with department heads to ensure transportation schedule is accurate and coverage available.
  • Monitor emergency call system and respond via set protocol.
  • Attract potential residents by providing a warm, friendly atmosphere; be open to questions and the relationship-building processes; and gather appropriate information upon arrival.
  • Create and/or update resident records and input new resident information into appropriate information systems, including Resident Services and Wellness.
  • Proactively address problems and concerns for both residents and employees.
  • Oversee front desk operations to ensure phones are answered for Administration and Marketing in an efficient (two rings) manner and that message-taking and follow-up are appropriate according to company procedures.
  • Transfer telephone service to cellular telephone or appropriate extension when away from desk and maintain answering protocols.
  • Assist and oversee front desk staff to ensure completion of day-to-day clerical office work.
  • Lead daily organization meeting (Stand up) and contribute to team efforts by communicating information properly and thoroughly.
  • Exhibit respect, professionalism, and courtesy consistently and to reject any attempts at negative gossip.
  • Create and develop a culture of open communication throughout the community both within and between departments, employees, and residents.
  • Be a go-to resource for all employees. This department will have the functionality to know and understand where any and all information is located within the building.
  • Utilize free advertising sources available such as websites, social networking sites, and information within the Chamber of Commerce Newsletters to expand exposure.
  • Developing a master Timeline for the Executive Director to be able to track the responsibilities of every department within the building.
  • Presenting all information within a professional, meaningful format that provides all necessary information without opinion or clutter.
  • Management of communications within the building, including entering work orders and performing follow-up telephone calls to ensure resident satisfaction.
  • Participate in resident orientations by explaining your department and role within the community.
  • Participate in all training offered by employer and Community.
  • Ensure residents who are sleeping in the front lobby/business area are assisted in moving to their apartment, or that they are engaged in a community event or program, and that proper team member is notified.
  • Light housekeeping duties of common areas in sight of the front desk.
  • Perform other duties as assigned.

Requirements

  • Candidate must be at least 18 years of age.
  • Shall have two (2) years of college; at least three (3) years of experience providing residential care to the elderly; or equivalent education and experience.
  • Experience in handling bookkeeping and knowledge of basic accounting with an ability to adhere to the company's accounting policies.
  • Able to read, write, understand, and communicate in English at a minimum of 12th grade proficiency.
  • Be proficient at Microsoft Word, Excel, Outlook, and Google Docs.
  • Possess clear verbal and written communication skills, with attention to detail.
  • Able to follow written and verbal directions and apply practical problem solving skills as needed.
  • Positive and energetic attitude.
  • Professional in appearance and conduct.
  • Be criminally cleared by background check.
  • Be in good health and physically and mentally capable of performing assigned tasks and physical requirements of job. Good physical health shall be verified by a physician not more than six (6) months prior to or seven (7) days following employment. Must test free from pulmonary tuberculosis at time of health screening.
  • Must be able to work varying hours as needed with reliable means of transportation.

1


Arrow Senior Living Management, LLC4/26/2021





PI185809111

Posted: 2022-07-15 Expires: 2022-08-16

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Assistant Executive Director (Full Time)

Cedar Trails Senior Living
Freeburg, IL 62243

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