Overview
At Diversicare, we are on a mission to improve every life we touch by providing exceptional healthcare and exceeding expectations. We believe that caring for our team members is just as important as caring for our residents. Guided by our core values of Integrity, Excellence, Compassion, Teamwork, and Stewardship, we provide high-quality post-acute and long-term care across 44 centers in five states.
About the Role
The Receptionist / Administrative Assistant serves as an important first point of contact for Diversicare and provides general administrative support to the Support Center. This position helps create a welcoming, professional, and service-oriented experience for team members, visitors, vendors, and others who interact with Diversicare.
The position is responsible for answering and directing telephone calls, greeting and assisting visitors, coordinating incoming and outgoing mail and deliveries, assisting with scheduling and meetings, and providing general administrative support to departments and leaders throughout the organization.
The Receptionist / Administrative Assistant may also provide administrative and coordination support to Diversicare's Internal Communications team, including helping prepare, organize, distribute, and maintain internal communications.
The successful candidate will demonstrate professionalism, dependability, discretion, strong organizational skills, and a commitment to Diversicare's mission to Improve Every Life We Touch by providing exceptional healthcare and exceeding expectations.
Responsibilities
Reception and Visitor Support
- Serve as a welcoming and professional first point of contact for visitors to the Diversicare Support Center.
- Greet visitors, determine the purpose of their visit, and notify or direct them to the appropriate team member or department.
- Maintain a professional and welcoming reception area.
- Assist with visitor sign-in, identification, access, and other established office procedures.
- Respond appropriately to routine visitor questions and requests for information.
- Maintain awareness of scheduled meetings, visitors, interviews, and other activities occurring within the Support Center.
Telephone and General Communication
- Answer incoming telephone calls promptly and professionally.
- Determine the nature of calls and route callers to the appropriate individual or department.
- Provide routine information when appropriate and take accurate messages when necessary.
- Demonstrate courtesy, patience, professionalism, and sound judgment when interacting with callers.
- Assist with maintaining internal telephone, contact, or distribution information as assigned.
Mail, Packages, and Deliveries
- Receive, sort, and distribute incoming mail and packages.
- Coordinate outgoing mail, overnight shipments, and courier services as needed.
- Notify team members of deliveries or packages requiring attention.
- Maintain appropriate records for shipments or deliveries when required.
- Assist with distributing materials throughout the Support Center.
Scheduling and Meeting Support
- Assist with scheduling meetings, appointments, conference rooms, and other activities.
- Help coordinate meeting logistics, including room preparation, materials, technology, and refreshments when appropriate.
- Assist leaders and departments with calendar-related administrative tasks as assigned.
- Help prepare meeting materials and distribute information to participants.
- Support special meetings, leadership events, training programs, and other organizational activities as needed.
General Administrative Support
- Provide administrative assistance to Support Center departments and leaders as assigned.
- Prepare, proofread, copy, scan, organize, and distribute documents and materials.
- Assist with data entry, spreadsheets, presentations, correspondence, and routine reports.
- Maintain electronic and paper files in an organized and confidential manner.
- Order, organize, and maintain office and meeting supplies as assigned.
- Assist with special projects and other administrative needs.
- Help maintain shared administrative resources and common areas.
- Handle confidential or sensitive information with appropriate discretion.
Internal Communications Support
As needed, the Receptionist / Administrative Assistant may provide support to the Internal Communications team. Responsibilities may include:
- Assisting with the preparation and distribution of internal announcements, newsletters, emails, and other communications.
- Gathering information, photographs, or materials for internal communications.
- Proofreading communications for basic grammar, spelling, formatting, and consistency.
- Maintaining communication calendars, distribution lists, files, photographs, or other resources.
- Assisting with employee recognition communications and organizational announcements.
- Helping coordinate materials associated with company events, celebrations, leadership meetings, and team member engagement initiatives.
- Posting or distributing approved communications through established internal channels.
- Providing administrative assistance for special communication projects and campaigns.
Customer Service and Organizations Expectations
- Represent Diversicare in a professional, welcoming, and positive manner.
- Demonstrate a service-oriented approach when interacting with team members, leaders, residents and family members when applicable, vendors, applicants, visitors, and members of the public.
- Build effective working relationships across departments and levels of the organization.
- Maintain confidentiality regarding team member, business, resident, and organizational information.
- Demonstrate reliability and consistent attendance during the established Monday-through-Wednesday work schedule.
- Exercise good judgment and appropriately escalate questions or concerns.
- Support a collaborative workplace and willingly assist with responsibilities outside the normal routine when business needs require.
Qualifications
Education
- High school diploma or equivalent required.
- Additional administrative, business, or office-related education or training preferred.
Experience
- Previous receptionist, administrative assistant, office support, customer service, or similar experience preferred.
- Experience in healthcare, skilled nursing, senior living, or a multi-location organization is helpful but not required.
- Experience supporting internal communications, employee communications, events, or similar activities is a plus.
(EOE)