Office Coordinator

2 weeks ago

Brookline, United States Hebrew Senior Life Full time

Overview

The Operations Associate is responsible for administrative operations. This individual must be able to exercise independent judgment, execute tasks to ensure optimal daily operational function, independently investigate, communicate, and resolve operational issues, create and execute operational procedures, anticipate needs, and demonstrate initiative in assisting the Executive Director and Director of Property Management with clerical, project management, and other administrative responsibilities. The Operations Associate will be a self starter and will use reason, knowledge, and wisdom in prioritizing and performing multiple tasks.

Hebrew SeniorLife employees set the highest standard in our commitment to redefine the experience of aging. With compassion, resilience, and determination, we make a difference in the lives of patients, residents, their families, and the broad senior care community every day. And they in ours as well. These life-changing connections give our work meaning and fuel our desire to advance our potential. To be all that we can be. At Hebrew SeniorLife, that's uniquely possible. Because here we're supported to always keep growing. And as we do, so does our collective impact.

Our benefits include:

* Excellent medical and dental benefits, available on your first day for positions over 24 hours/week
* A 403b retirement plan open to all employees, including per diems
* Generous paid time off
* On-site health and wellness programming
* Tuition reimbursement and scholarships
* An employee recognition program

Responsibilities

* Create and execute operating procedures and serve as liaison with both staff and residents regarding issues related to operations.
* Serve as an integral part of operations project teams.
* Coordinate project schedules and communication with team.
* Facilitate coordination between CCB team and outside vendors, contractors, and consultants, as appropriate.
* Prepare and coordinate correspondence, including email and physical mail, flyers, notices, voice announcements, etc. to residents and staff, keeping them informed, as needed.
* Maintain records of project work.
* Support the onsite Property Management, Facilities, and Community Life teams in coordinating the use of program areas/rooms/and temporary spaces during renovation
* Coordinate with the Property Management, Facilities and Community Life teams to ensure that residents and staff are provided with needed supports and services.
* Respond to emergency situations as they relate to resident interactions in full coordination with the CCB staff.
* Exercise independent judgment to ensure optimal daily operational function.
* Anticipate needs and demonstrate initiative in assisting the Executive Director and Director of Property Management with administrative responsibilities.
* Use reason, knowledge and wisdom in prioritizing and performing multiple tasks.
* Maintain office efficiency by planning and implementing office systems, layouts and equipment procurement.
* Coordinate and schedule employee training, including in-service education.
* Process all CCB insurance claims (auto, property, workman's compensation, etc.).
* Maintain the upkeep of all office machines.
* Investigate and negotiate new office machine purchases, review contracts and submit to Director of Property Management for final approval.
* Manage, distribute and track e-mail and general correspondences, bringing priority issues to the Executive Director's attention and responding to requests as appropriate.
* Handle special projects and research as requested.
* Handle travel arrangements as necessary for executive and/or staff.
* Develop and maintain positive relationships and communication with HSL's staff.
* Serve as CCB point person in coordinating resolution of network and/or phone outages with the HSL IT department.
* Compose and develop professional communications, including correspondences, emails and voicemail responses, presentations, flyers, letters and notices.
* Assist with preparing for all meetings in advance, making sure agenda, materials and actions items are prepared and distributed in advance, sending out reminders, reserving meeting space, and arranging for set up, equipment, and refreshments as necessary.
* Perform other related duties as required or directed.

Required Qualifications

* Associates Degree or equivalent amount of commensurate experience.
* 1-2 years of Administrative and Project Management experience a plus.
* Computer proficiency i.e ability to use MS Word, Excel, Publisher and Power Point.
* Exceptional organization, customer service, teamwork, communication and interpersonal skills are required.
* Ability to manage multiple task simultaneously, handle difficult situations and demonstrate flexibility.

Preferred Qualifications

* Commit to the organization's core values of respect, dignity and empowerment.
* Able to form trusting relationships with residents, families, and team members.
* Work collaboratively with colleagues, both within and outside the HSL continuum.
* Listen attentively; speak respectfully; promote an "emotional" connection.
* Have a "can-do" service mentality.
* Accept responsibility for all tasks assigned.

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