Administrative Assistant- Seasonal

Cantata Adult Life Services, formerly known as The British Home, is a nonprofit, mission-driven community with over 100 years of experience, offering a full continuum of care on a beautiful 10-acre campus in Brookfield, Illinois. We are seeking strong, compassionate leaders to join our team and help us continue enriching the lives of older adults through exceptional care and a vibrant community.

Position Summary:

The Administrative Support team member provides clerical, operational, and customer service support to ensure the efficient day-to-day functioning of the healthcare center. This position serves as a resource for residents, families, visitors, staff, and vendors while assisting leadership with administrative tasks, documentation, scheduling, communication, and record management.

Essential Duties and Responsibilties:

Administrative Support

• Provide general administrative and clerical support to department managers and leadership.
• Answer and direct incoming phone calls in a professional and courteous manner.
• Greet residents, families, visitors, and vendors and assist with inquiries.
• Prepare, organize, file, scan, and maintain documents and records.
• Assist with data entry and maintenance of electronic and paper files.
• Draft routine correspondence, reports, meeting minutes, and memos.
• Monitor office supplies and coordinate ordering as needed.

Communication & Customer Service

• Assist with communication between departments to ensure smooth operations.
• Respond to inquiries promptly and professionally while maintaining confidentiality.
• Provide excellent customer service consistent with the organization's mission and values.

Scheduling & Coordination

• Assist with scheduling meetings, appointments, interviews, and training sessions.
• Coordinate calendars and maintain departmental schedules.
• Assist with event planning, resident activities, staff meetings, and special projects.

Records & Compliance

• Maintain accurate and organized records in accordance with company policies and regulatory requirements.
• Handle confidential information in compliance with HIPAA and privacy regulations.
• Assist with audits, surveys, inspections, and documentation requests.
• Ensure forms, logs, and reports are completed and maintained appropriately.

Operational Support

• Assist departments with administrative projects and workflow coordination.
• Prepare reports, spreadsheets, presentations, and tracking logs.
• Support payroll, human resources, admissions, billing, or clinical departments as assigned.
• Perform other duties as assigned to support organizational operations.

 Qualifications:

• High school diploma or equivalent required; work permit as needed
• Previous administrative, clerical, customer service, or healthcare experience preferred.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong organizational, communication, and multitasking skills.
• Ability to maintain confidentiality and professionalism.
• Ability to work independently and as part of a team.

Physical Requirements:

• Ability to sit, stand, walk, bend, and reach throughout the workday.
• Ability to lift and carry up to 25 pounds occasionally.
• Ability to operate standard office equipment, including computers, printers, copiers, and telephones.

Core Competencies:

• Customer Service Excellence
• Communication Skills
• Organization and Attention to Detail
• Time Management
• Professionalism
• Confidentiality
• Teamwork and Collaboration
• Problem Solving