Brookdale Senior Living

  • Healthcare Administrative Assistant -

    Job Locations US-IL-Hoffman Estates | US-IL-Oak Park
    Requisition Post Information* : External Company URL
    Location : Name
    Brookdale Hoffman Estates
    Location : Address
    1515 Barrington Road
    Location : Location
    US-IL-Hoffman Estates
  • Overview

    Every day is an opportunity for our associates to deeply connect with people in a profound and personal way. Our associates are the core of our mission and we know that offering them genuine rewards and heart filling job satisfaction is the key to our success as a company. Here you’ll find opportunities to grow your career at any level whether you have direct contact with resident or support someone who does, and be inspired personally. With over 60,000 associates, there’s a place for you to make a difference in lives of the families we serve throughout our continuum of care.


    Performs various administrative and clerical functions to include filing, faxing, scheduling, reporting, tracking, data collection and entry, etc. that are required to maintain an organized, efficient, and functional agency. Responsible for maintaining personnel records, on-boarding new associates, and assists with payroll and HR questions, as directed by supervisor. Completes special projects as assigned by management team. Required travel between the Hoffman and Oak Park area.

    1. Submits, receives, organizes, and communicates insurance verification forms, orders, etc. and faxes, as assigned for purposes of medical and personnel records inventory management.
    2. Assists with inputting, retrieving, compiling, and printing report data from Brookdale Senior Living software, HomeCare HomeBase (HCHB), Rehab Optima (RO), etc. as directed by the leadership team. Examples include the Records Inventory Management (RIM) report, RO Closeout report, HCHB and PointCare reports, labor reports, the Manager tool, payroll reports, spend down report, etc.
    3. Retrieves, opens and sorts mail received at the agency and provides indicated follow-up communication to team members.
    4. Assists with document compilation, copying, and submission of Additional Development Requests (ADRs) to the Brookdale Appeals team.
    5. Travels to communities to assist team and or visitors with filing, faxing, copying, office organization, agency compliance activity (i.e. Temperature checks, sanitizing equipment, etc.) and new associate orientation, as assigned.
    6. Responsible for tracking and maintaining associate personnel files and required personnel file documentation. Completes personnel records filing and personnel records updates as assigned. Assists in the On-Boarding process of new associates and assists answering associate payroll and HR questions.
    7. Facilitates communication with local agency office personnel, Central Office Associates, Patient Account Representatives, and any Brookdale home office team members, as indicated and/or assigned (e.g. assists with accounts payable, payroll and Paid Time Off (PTO) needs or issues).
    8. Reviews and updates PTO and compares to calendar and submits for approval requests in coordination with management team. Maintains assigned team PTO Calendars.
    9. Assists with weekly schedule of management staff.
    10. Assists management team in preparing for network management meetings to include making copies, working with office or the community for meeting space, lunch, etc.
    11. Assists with scheduling candidate interviews for management team assigned for designated positions and candidates. Completes candidate and vacancy updates with recruiting team as requested.
    12. Completes supply, marketing material, training material orders and follows-up with supply orders, as assigned. Serves as primary contact for new office lease, movers, deliveries, etc.
    13. Maintains positive relationships and rapport with co-workers, associates, patients, and their family members and community personnel.
    14. Adheres to communication and accountability guidelines established by local and regional administration.
    15. Maintains a safe and clean work area and adheres to agency safety standards.
    16. Adheres to established confidentiality standards as required by Brookdale and HIPAA concerning community and patient information.

    This job description represents an overview of the responsibilities for the above referenced position. It is not intended to represent a comprehensive list of responsibilities. An associate should perform all duties as assigned by his/her supervisor.


    Education and Experience
    High school diploma or general education degree (GED); or one year related experience and/or training; or equivalent combination of education and experience.


    Certifications, Licenses, and Other Special Requirements


    Management/Decision Making
    Makes standard and routine decisions based on detailed guidelines with little independent judgment. Problems are generally solved with clear, detailed guidelines or by reporting them to a supervisor.
    Knowledge and Skills
    Has a basic level of a skill and can follow written or verbal instructions. Has basic technical skills to complete a few repetitive and well-defined duties. Has a basic knowledge of the organization in order to answer basic questions. Effective written and oral communication skills are essential. Basic typing skills are essential along with basic knowledge of PC's and word processing software, preferably in a Microsoft Windows environment.


    Physical Demands and Working Conditions

    • Standing
    • Walking
    • Sitting
    • Use hands and fingers to handle or feel
    • Reach with hands and arms
    • Climb or balance
    • Stoop, kneel, crouch crawl
    • Talk or hear
    • Taste or smell
    • Ability to lift:  up to 50 pounds
    • Vision
    • Requires interaction with co-workers, residents or vendors
    • Occasional weekend, evening or night work if needed to ensure shift coverage
    • Possible exposure to communicable diseases and infections
    • Exposure to latex
    • Possible exposure to blood-borne pathogens
    • Possible exposure to various drugs, chemical, infectious, or biological hazards
    • Subject to injury from falls, burns, odors, or cuts from equipment
    • Requires Travel:  Frequently

    Brookdale is an equal opportunity employer and a drug-free workplace.


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