TABITHA’S PURPOSE:  We empower people to live joyfully, age gratefully.

The GracePointe Administrative Assistant provides support to the GracePointe team by providing clerical and technical support. In addition, the GracePointe Administrative Assistant serves as the primary point of contact for the community and manages front desk operations; interacting with residents, families, guests, prospects and current employees. The GracePointe Administrative Assistant assists with scheduling and payroll functions of the team.  The GracePointe Administrative Assistant embraces all components of the job, fostering an environment that allows Tabitha to provide optimum care to Tabitha’s elders/residents/clients (hereinafter, “elders/clients”).  This employee strives to uphold Tabitha’s LIVE Culture, Crew Code of Conduct and actively embraces Tabitha’s Core Values.   As a result, the employee supports Tabitha goals related to dignity, respect, independence, competence, autonomy, personal comfort, safety and security of elders/clients.   In addition, the employee contributes to the success of Tabitha through ongoing collaboration with, coworkers, management, volunteers and others in the organization.

ESSENTIAL FUNCTIONS:

1. Provides primary and initial contact for all residents, employees, guests, prospects and vendors arriving to GracePointe.
2. Provides clerical and technical support for the GracePointe team.
3. Manages incoming calls from employees, residents, families, vendors, etc. and routes calls as appropriate.
4. Receives, processes, and/or distributes incoming mail and assures proper handling of all documents including those of a confidential nature.
5. Performs verbal and written communication with potential residents and their families, providing tours and a variety of related clerical support in managing inquiries either in person or by telephone.
6. Monitors and adjusts personnel schedules, maintains records and documentation for staffing and attendance.
7. Assists in scheduling, planning, and preparation for GracePointe meetings and events.
8. Supports retention function by assisting with new employee orientation preparations; creating new employee fobs, providing information, set-up for orientations, binder assembly, etc.
9. Maintains, facilitates and tracks residents’ long-term care insurance information monthly.
10. Maintains inventory for GracePointe and placing orders as needed.
11. Creates and maintains extensive confidential resident administrative files, records and documents.
12. Assures reports of broken and malfunctioning equipment are made in a timely manner through the proper work order system.
13. Maintains strict confidentiality of information in all aspects of work.
14. Acts as a representative of Tabitha at all times, demonstrating professionalism in dress and appearance, courtesy, poise, attitude, interactions. Greets visitors, receives and relays phone calls, provides general information and assistance when appropriate.
15. Utilizes various computerized and manual systems effectively in the performance of job duties. Readily adjusts to changes in these systems.
16. Prioritizes work load to assure that all essential functions are addressed effectively, making appropriate adjustments throughout each day and each work week to meet changing and/or competing priorities when necessary. Recognizes and adjusts work to accommodate multiple competing deadlines.  Utilizes strength and stamina to carry out all essential functions safely and effectively. Willingly takes on additional duties during times of peak workload.
17. Follows disaster plans and uses strength and agility during participation in preparedness drills and actual emergencies. Maintains a safe work environment.  
18. Complies with HIPAA regulations regarding privacy by insuring that Protected Health Information (PHI) is safeguarded at all times. In addition, maintains a high level of confidentiality regarding any matter pertaining to any Tabitha elders/clients, as well as Tabitha employees.
19. Completes required training and in-services promptly. Attends and participates in continuing education programs designed to keep abreast of changes in the profession, as well as to maintain current license. Demonstrates understanding of the course content and implements training in daily activities.
20. Makes good decisions that contribute to the success of the department.
21. Performs work duties within the assigned work environment related to the position, as assigned by Tabitha, regardless of employee preference.
22. Maintains courteous relationship with supervisor, co-workers, hiring managers, vendors, members of other departments and volunteers, providing support and assistance to all. Volunteers to assist others, seeks opportunities to serve elders/clients/coworkers/Tabitha.
23. Participates in meetings/in-services, both on a departmental level and on a company level.
24. Maintains a good record of attendance and punctuality as defined by Tabitha’s policy pertaining to attendance and punctuality. Records all time worked accurately and consistently using the timekeeping method provided by Tabitha.
25. Complies with Tabitha policies and procedures as published by Tabitha and which may be modified at Tabitha’s discretion. Contributes to quality assurance and performance improvement activities by identifying instances of non-compliance and taking appropriate action, including reporting violations of Tabitha policy or regulations as appropriate.
26. Acts with integrity and in the best interest of Tabitha. Business relationships are conducted in the best interest of Tabitha, free of gifts, cash inducements, gratuities, favors, or other perceived improper inducements.
27. Willingly completes other duties as assigned.

Tabitha’s
Core Values
As a member of the Tabitha team, I will…

CARE

…extend unwavering Christian compassion

CONNECT

…build relationships rooted in love, because love matters

CUSTOMER CENTRIC

…identify, clarify and anticipate needs to exceed expectations

COLLABORATE

…create an atmosphere of teamwork

CULTIVATE

…nurture an environment of innovation and growth

COURAGE

…demonstrate confidence, boldness and determination

COMMIT

…devote our time, talent and treasures

CELEBRATE

…recognize and encourage all accomplishments big and small

COMMUNICATION:  Must be able to speak, read, write, and understand the English language as well as terminology and jargon specific to the job. Understands written and verbal instructions.  Sufficient fluency to be able to train coworkers/employees.  Able to hold a conversation, conduct or participate in meetings, compose professional e-mails or other written communication, complete documentation requirements of the job and interact with management, vendors, state officials, employees, peer coworkers, customers, and managers effectively.  Ability to respond calmly and clearly to stressful situations. 

WORKSITE CONDITIONS: Works indoors in a facility maintained by Tabitha that will typically be in good repair, clean, well ventilated and well lit.  Work is performed in a standard office setting.    Frequently seated at a desk, working at a computer for extended periods.   Frequent exposure to interruptions and changes in priorities.  Frequent involvement with candidates, managers and employees.  Works beyond normal scheduled hours when necessary.   Is subject to extended hours or callback during emergency conditions or based upon needs of the organization.

PHYSICAL REQUIREMENTS:  Ability to gain access to the work area and then safely perform the duties of the job while utilizing standard and specialized equipment, including but not limited to the equipment described below.  Ability to move about the work area.  Ability to do sedentary work at a computer for hours at a time.  Frequent periods of intense activity, but rare need for physical strength or physical exertion. (Occasionally lifting/carrying a box of records for example) Must have the ability to spot errors or to sense when data output contains an error.  Vision and hearing within normal limits (with or without correction).  Must have unrestricted lift/push/pull ability and pass a 25 - pound physical exam demonstrating strength and agility prior to employment and at Tabitha’s discretion.

EQUIPMENT USAGE: Standard and specialized equipment including laptop, PC, tablet, photocopier, scanner, fax machine, badge making equipment, and telephone. 

AGE REQUIREMENT:           At least age 18.

EDUCATION:                         Associates degree in business or related field or equivalent experience required. 

EXPERIENCE:                        Minimum of one (1) years of experience working in administrative or clerical function required.  Previous receptionist and/or customer service or call center experience desired.  Healthcare industry or scheduling experience is a strong plus.     

LICENSURE:                          None required.

CREDENTIALS:                     Must meet Tabitha's vaccination requirements

STATEMENT OF EQUAL EMPLOYMENT OPPORTUNITY AND AFFIRMATIVE ACTION

Tabitha Health Care Services is an equal employment opportunity employer and does not discriminate in employment on the basis of race, religion, color, national origin, citizenship, creed, gender, sexual orientation, age, veteran status, mental or physical disability, genetic information, or any other characteristic protected by federal, state, or local law. This policy applies to all employment practices and decisions including recruitment, selection, hiring, training, transfer, promotion, compensation, benefits, and the termination of employment. 

Furthermore, Tabitha Health Care Services will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship, safety, and/or health risk. Please contact Tabitha Health Care Services Human Resources Department to request an accommodation.

As a government contractor, the organization has adopted written Affirmative Action Plans for women and minorities, protected veterans and individuals with disabilities. These plans will be revised on an annual basis. Tabitha Health Care Services is committed to making a good-faith effort toward achieving the objectives of the Plans. Any employee who would like to review the Plans may do so by scheduling an appointment with the Human Resources Department during normal business hours.