Administrative Assistant
Pay: $15.00 per hour
Schedule: Monday–Friday, 40 hours per week (Full-Time)
Location: Dallas, TX 75216 (In Person)
About Christian Heights Adult Daycare
Christian Heights Adult Daycare is dedicated to providing compassionate, high-quality services that support older adults and individuals with special needs in a safe, engaging, and respectful environment. We are seeking a dependable, organized, and professional Administrative Assistant to support the daily operations of our Adult Day Services program.
Position Summary
The Administrative Assistant provides administrative and operational support to the RN Administrator and assists other members of the leadership team as needed. This position plays a vital role in maintaining efficient office operations, participant records, billing support, communication, customer service, and regulatory compliance.
Essential Duties and Responsibilities
Administrative Support
- Provide administrative support to the RN Administrator and leadership team.
- Manage incoming phone calls, emails, visitors, and front desk operations.
- Prepare correspondence, reports, forms, and other business documents.
- Schedule meetings, maintain calendars, and coordinate special events.
- Assist with data entry, filing, recordkeeping, and office organization.
- Maintain visitor logs and ensure proper check‑in/check‑out procedures for all guests and vendors.
- Uphold professional boundaries and conduct at all times.
Records and Billing Support
- Maintain accurate participants’ daily attendance records.
- Assist with attendance verification, and resolving discrepancies as directed.
- Assist with monthly billing preparation and reporting.
- Support data collection, statistical reporting, and record management processes.
- Ensure participant information is maintained securely, accurately, and in compliance with HIPAA.
Office Operations
- Monitor office supply inventory and coordinate ordering of supplies.
- Coordinate and execute monthly décor updates that reflect seasonal themes and enhance the center’s environment.
- Maintain office equipment including printers, copiers, internet, and related technology.
- Assist with transportation coordination, including communicating schedule changes, documenting rider lists, and supporting dispatch needs.
- Perform additional administrative or program support duties as assigned to ensure smooth daily operations.
Customer Service
- Assist the RN Administrator in scheduling and conducting tours for potential clients and family members.
- Serve as a professional representative of the organization when interacting with participants, families, caregivers, vendors, and the public.
- Provide courteous and responsive communication in person, by email, and by phone.
- Demonstrate professionalism, discretion, and cultural sensitivity at all times.
Safety and Compliance
- Assist with workplace safety activities, including fire drills and safety documentation.
- Assist with maintaining emergency binders, contact lists, and drill documentation.
- Follow all agency policies, procedures, and confidentiality requirements.
Qualifications
Required
- High school diploma or GED.
- Minimum of 2–3 years of administrative or office support experience.
- Strong computer proficiency, including Microsoft Office Suite (Word, Excel, Outlook).
- Excellent written and verbal communication skills.
- Strong organizational, multitasking, and time‑management abilities.
- Professional demeanor and customer service skills.
- Ability to work independently and as part of a team.
- Ability to maintain confidentiality and comply with HIPAA.
Preferred
- Some college coursework.
- Experience working with older adults, individuals with dementia, or special needs populations.
- Experience with Zoom, Canva, and electronic record systems.
- Bilingual or multilingual abilities.
Skills and Competencies
- Strong attention to detail and accuracy.
- Effective problem‑solving and critical‑thinking skills.
- Dependable, proactive, and self‑motivated.
- Ability to manage confidential information.
- Comfortable adapting to changing priorities in a fast‑paced environment.
- Demonstrates cultural sensitivity and respect for diverse populations.
Physical Requirements
- Ability to sit, stand, walk, bend, reach, and lift office supplies as needed.
- Ability to operate standard office equipment, including computers, printers, copiers, and telephones.
- Ability to occasionally lift and carry up to 25 pounds.
Work Environment
- Primarily an indoor office setting within an active adult day services center.
- Frequent interaction with participants, families, and staff.
- Business casual attire and adherence to workplace safety standards required.
Additional Requirements
- Must obtain CPR/First Aid Certification, TB, and Food Service Certification within the first week of employment.
- Must provide documentation of a negative TB test within 72 hours of hire.
- Must successfully complete a criminal background check prior to employment.
Benefits
Equal Employment Opportunity
Christian Heights Adult Daycare is an Equal Opportunity Employer. We are committed to creating an inclusive workplace and prohibit discrimination and harassment of any kind in accordance with applicable federal, state, and local laws.
How to Apply
To be considered, applicants must submit both:
- A current resume
- A cover letter
Pay: $15.00 per hour
Benefits:
Application Question(s):
- 1. This is a full-time position scheduled Monday through Friday, 40 hours per week. Are you able to commit to working an 8 hour shift within the operating hours of 7:30 a.m. to 5:30 p.m.?
2. Are you receptive to ongoing training, coaching, and constructive feedback to support professional growth and ensure organizational standards and expectations are met?
3. Are you able to consistently demonstrate professionalism, discretion, and courtesy when interacting with participants, family members, coworkers, vendors, and the public?
Work Location: In person
