Summary:
The Manager of Community Sales and Admissions is the primary sales and admissions professional at Vincentian Schenley Gardens, responsible for driving census growth through a comprehensive portfolio of sales activity, referral network development, admissions counseling, and community outreach. This role reporting directly to the Executive Director of Sales & Marketing. The Manager of Community Sales and Admissions owns the full sales cycle — from first inquiry through move-in and is accountable for building and maintaining the external referral relationships that sustain long-term occupancy. Cross-site sales support to Vincentian Home Personal Care is a secondary responsibility of this role, undertaken as directed by the Executive Director. The ideal candidate is a seasoned, self-directed sales professional with a proven census growth track record, deep roots in the Pittsburgh senior living market, and the maturity to operate with significant autonomy.
It is the duty of all employees to promote and support a resident-centered care environment that ensures the treatment of all residents, family members, visitors, fellow employees and customers with kindness, respect, and dignity.
Mission
1. Commits to the Vincentian Collaborative System (VCS) mission to nurture and sustain a ministry of compassionate care that preserves the human dignity of persons within a diverse and changing society.
2. Upholds and promotes the VCS values of spirituality, compassion, quality, dignity, collaboration, advocacy, stewardship, and innovation.
3. Promotes and supports a resident centered care environment that ensures the treatment of all residents, family members, visitors, fellow employees and customers with kindness, respect, and dignity.
Essential Duties and Responsibilities:
Sales & Admissions — Primary Function
1. Serve as the primary sales and admissions professional for Vincentian Schenley Gardens, managing the full lead portfolio from initial inquiry through move-in.
2. Conduct in-depth sales consultations with prospective residents and families to understand their needs, assess appropriateness of care level, and guide them toward a confident decision.
3. Coordinate and conduct community tours for individuals and groups, including scheduled visits, walk-ins, and special event presentations, ensuring every prospect receives an exceptional experience.
4. Maintain rigorous follow-up on all leads according to established timelines, documenting all activity accurately in the CRM system.
5. Develop and execute proactive strategies to convert leads to move-ins and consistently achieve monthly census and occupancy goals.
6. Assist with move-in coordination, partnering with clinical, dining, and residential services teams to ensure a seamless transition for incoming residents.
7. Provide direct supervision and day-to-day guidance to the Part-Time Sales & Admissions Associate, including onboarding, scheduling, and performance feedback.
8. Complete weekly sales activity reports and monthly market surveys as required.
9. Eligible for quarterly team performance bonus when occupancy goals are met and exceeded.
Referral Network & Community Outreach — Primary Function
10. Build, cultivate, and sustain a robust external referral network including hospital discharge planners, social workers, physicians, home health agencies, rehabilitation centers, skilled nursing facilities, and elder law attorneys throughout the greater Pittsburgh market.
11. Maintain a consistent outreach cadence with established referral partners and continuously identify new partnership opportunities.
12. Attend networking events, chambers of commerce, rotary clubs, business associations, and professional organizations to raise community awareness of Vincentian Schenley Gardens and the broader VCS mission.
13. Represent Vincentian at community health expos, senior fairs, and professional events.
14. Plan and host professional open houses, referral partner appreciation events, and community education programs at the community.
Cross-Site Support — Vincentian Home Personal Care (Secondary)
15. Provide sales and admissions support to Vincentian Home Personal Care as directed by the Executive Director of Sales & Marketing, including inquiry response, consultations, and tour assistance.
16. Maintain consistent communication with the Vincentian Home Personal Care team to ensure referral relationships and lead pipelines are supported across both communities when needed.
17. Cross-site responsibilities are secondary to primary census obligations at Vincentian Schenley Gardens and are activated at the direction of the Executive Director.
Team Leadership & Associates
18. Provide day-to-day oversight, scheduling, and guidance to the Part-Time Sales & Admissions Associate.
19. Onboard the Part-Time Sales & Admissions Associate and ensure consistency in tour quality, CRM documentation, and lead follow-up practices.
20. Communicate staffing needs, performance observations, and scheduling issues to the Executive Director of Sales & Marketing in a timely manner.
21. Provide direct supervision of employees and their adherence to all VCS policies and procedures and department standards and guidelines.
22. Coach and discipline employees as appropriate and in partnership with People Operations and Engagement Specialist while enforcing all policies and procedures.
23. Schedule personnel to meet operational needs and in accordance with volume and budgetary guidelines.
24. Complete all necessary entries and approvals relating to biweekly payroll without delaying payroll process.
25. Complete all necessary entries and approvals relating to accounts payable being sure that all invoices are paid in a timely manner and that the department is within it’s budget.
26. Contribute to the relevant and timely performance feedback to employees through the performance review process.
27. Collaborates with People Operations in areas including recruitment, orientation, training, staff development, performance evaluation, disciplinary action and policies and procedures.
Residents & Community Relations
28. Provide five-star quality customer service to prospective residents and their families throughout the entire decision-making and move-in process.
29. Communicate accurately about services, pricing, availability, and levels of care to help families make informed, confident decisions.
30. Maintain strict confidentiality of all personal and resident information; protect and uphold the rights of all residents.
31. Participate in monthly community meetings and weekly team meetings onsite.
32. Communicate professionally and compassionately with residents, families, visitors, and staff at all times.
Marketing & Communications Support
33. Collaborate with the Executive Director of Communications & PR and the marketing team on CRM reporting, digital content, and marketing initiatives as needed.
34. Provide feedback on sales collateral, brochures, and marketing materials to ensure alignment with prospect needs and current community offerings.
35. Review the community website periodically to ensure information is accurate and current.
36. All other marketing and communications duties as assigned by the Executive Director of Sales & Marketing.
Education/Experience:
1. Bachelor’s degree preferred, or 5+ years of progressive sales experience in senior living, personal care, healthcare, or a closely related field.
2. Demonstrated track record of census growth or occupancy improvement in a prior sales role.
3. Established referral network in the greater Pittsburgh market strongly preferred.
4. Proficiency in CRM software and Microsoft Office Suite.
5. Experience in a nonprofit or mission-driven organization preferred.
6. Outgoing, polished, and compassionate personality with the ability to build genuine connections with seniors and their families.
7. Ability to work some evenings or weekends for tours, events, and community outreach as needed.
8. Sales Excellence: demonstrated ability to own a personal lead portfolio, build and maintain a referral network, and consistently achieve or exceed census goals in senior living or a related field.
9. Admissions Knowledge: thorough understanding of senior living levels of care, personal care regulations, and the family decision-making process; ability to guide families through complex, emotionally significant decisions.
10. Referral Development: proven track record of building and sustaining long-term relationships with healthcare professionals, discharge planners, and community organizations in the Pittsburgh market.
11. Leadership: ability to provide practical day-to-day guidance and consistency to a part-time associate without formal management authority over compensation or HR decisions.
12. CRM Proficiency: experience managing lead pipelines, activity tracking, and reporting in senior living CRM platforms such as Further, Welcome Home & Point Click Care.
13. Communication: exceptional written, verbal, and listening skills; confident and polished presenter to individuals, families, and professional groups.
14. Self-Direction: highly motivated, organized, and disciplined; ability to manage a full sales portfolio and external outreach schedule with minimal day-to-day supervision.
15. Confidentiality and Integrity: highest ethical standards in handling sensitive resident, prospect, and organizational information.
Work Environment:
1. Work is performed in a combination of office, community, and external outreach settings.
2. Regular local travel throughout the greater Pittsburgh market for referral development and outreach activities.
3. Occasional travel to Vincentian Home Personal Care for cross-site support as directed.
Vincentian is an equal opportunity employer.
