Current job title: Administrative
Assistant
Industry: Continuing Care Retirement
Community
Department: Administration
Years worked in this industry: 10
Years worked in this department: 10
Special training or attributes needed or helpful to
get job in this industry (or specific department): Three years
secretarial experience I had about 20 years experience in customer
relations and yet it was never noted but the most beneficial and necessary
attribute that helps me. In my job and the boss I have today and have
worked for six years, holds this attribute as a necessity.
Number of
managers and/or staff supported: 1 manager (CEO) and about 30
staff members
Typical work hours: 8:30 a.m. 6:00
p.m.
Weekends or overtime hours: Yes, often.
I work 45-50 hours per week and my pay is salaried so I do not get paid
extra just flexible hours.
General salary range
(Note: This is a general figure or range provided by survey respondent and may
NOT be an exact salary in order to
give survey respondent some privacy. Also you must take into account that
the number of years worked in industry/department may contribute to this
salary as well as criteria such as level of position and person reports
to, required hours and geographical location.): Approx.
$22,000
Benefits (direct or indirect): As
salaried my employer matches my retirement contribution as a benefit. I
get my birthday off with pay. I do have flexible working hours and can
work four hours and get paid for eight.
Lingo you might hear in this industry:
The industry I work for is to provide housing for seniors in independent
living, assisted living and healthcare (skilled, Medicare, Medicaid
services are for short and long term care is provided and we have an
Alzheimer neighborhood). Our main focus in healthcare services is to
provide quality of care and quality of life to our residents in a
home-style atmosphere with a variety of choices in their neighborhood
living they call home. Our campus is very unique in that we have a college
and arboretum near our campus. We have a state-of-the art wellness center
and child development center (3 mos.-5 yrs and in 2 years will be adding
another extension of the building to increase the age to 11 years) that is
on our campus and we serve ages from 3 months-100+ on our campus. We have
a sidewalk of life that connects 80 acres which includes the college,
arboretum, healthcare, independent living, wellness center, and
restaurant. We serve over 410+ residents and provide employment to 200+
employees.
A typical day on the job: My main job
is to constantly monitor communication between computer calendars, emails,
organizing meetings and scheduling appointments, residents, staff, public
and business associates as well as upcoming events and activities.
I turn on my computer and check my emails and follow up on anything I
need to from them; I check the executive staffs calendar to see what is
going on in their day.
I then check any voice mails I have and follow up on them.
I am usually working on some kind of project like putting together a
safety manual and work on that for awhile.
I then turn my attention to guest rooms of which I manage four rooms that
are available to our residents guests. This can be very time sensitive as
well as time consuming task and I make sure I have communicated with the
staff that needs to know who is in and out of these guest accommodations,
as well as look ahead to get ready for. We are usually very busy in the
summer with residents families visiting on campus and staying in our
guest rooms.
I also co manage our gift shop and ice cream shop and work with 15
volunteers each week and their schedules and help with ordering supplies
and merchandise, accounting for the shop monies, planning for special
promotions etc.
I meet with my boss (the CEO) on Monday to look at calendar, appointments and
planning upcoming events or activities.
I usually have minutes from some meeting that needs to be done as I take
minutes for safety committee, leadership team, and board meetings.
If an executive needs a specific task done, I will assist them when
needed; coordinate appointments for them with the other executives.
If other staff, resident, business associate stop by to see an executive
and they are not available I will try to assist them and many times I can
do this in their place which saves them time.
I begin to plan for an executive who is leaving and my job is to plan
his going away party and gift.
Deliver the mail to the executives and open the CEOs mail and put in
priority order for him.
Work on and get ready an independent living file of a prospective
resident who is planning to move in and has an appointment with one of the
executives. Follow up after the appointment. to make sure all the information is
updated and correct in the file and info to staff who needs to be aware of
the move in.
Of course this is all done before noon, just kidding! My main day is spent
facilitating information, people and planning ahead for the next day. I
also try to keep everyone happy and keep the ship running smoothly. It is
a busy job as all of us can testify!
Positive things about being an administrative
professional in this industry:
I am a people person and
love working with them, all kinds, even the not so pleasant ones. I enjoy
making their day special and being the light in their dark day sometimes.
I enjoy computer work, especially if it involves doing a creative task
starting from an idea and create the end result on paper.
I enjoy detail work and like to be able to make a trail of an event or
activity that helps in planning for the next year. I love to plan and
schedule events, especially the big ones.
Negative things about being an administrative
professional in this industry:
No matter how hard YOU try
to communicate to all the people involved in a task or project, you do not
receive the communication back that you need to do your job and loop holes
happen.
Poor planning ahead by the people I serve
Waiting on information your need to get your job done and get it at the
last minute which creates frustration and usually more overtime hours I do
not get paid for.
Interruptions, which happens all day long no matter what I am working
on, even when I am on the phone.
Type of workspace/office:
Open cubicle (shared with one person)
Primary responsibilities as an administrative
professional in this position:
Assist the CEO
Good Customer Relations
Facilitate communication between CEO, Executives, Leadership Team
through emails, meeting minutes, appointments, projects. I am an extension
of the CEO and therefore have to keep my composure to build relationships
between his staff.
Manage Guest Rooms, Shops and Volunteers
Promptly handle correspondence through telephone, voicemail, email and
written or verbal communication. Good Follow Up is vital!
Top thing(s) incumbent admin would require of job
applicants seeking to be her/his position replacement:
A
positive personality, good composure, outstanding customer relations
Accurate and detailed tracking of projects, events and activities
Prompt and good follow up of all communication or correspondence
Realize you are an extension of the organization you serve
Office machines or equipment operated regularly:
Laptop Computer
Media reader and Digital Camera
Computer Projector
Copy Machine
Ice Cream Shop equipment and supplies
60 line extension Telephone System
10-key adding machine
Label Machine
Folding Machine
Shredder
Technology (hard) skills used regularly:
Computer skills Windows 2003 XP, Microsoft Office Applications
Digital Photography
Color Copier/Sorter
Computer Projector
Critical soft skills:
Good Customer
Relations
Keeping composure in all situations
Good Communications and follow up
Being honest, kind and considerate to all people
These soft skills will make or break an organization and relationships
Pace of this position: fast
Geographical region: Central/Midwest
U.S.
Karen Porter, The Administrative Professional Job Performance and Career Success Coach