We pride ourselves on creating a warm and caring work environment for our employees! We treat one another with dignity, seek understanding and we value differences.

About us: The Sisters of the Holy Names of Jesus and Mary (SNJM) is an international congregation of Catholic Sisters.

POSITION SUMMARY: The Administrative Assistant has primary responsibility for completing various clerical and support functions supporting the California Health & Well-Being Team. This position also supports staff who directly assist Sisters in accessing benefits and is responsible for maintaining current and accurate benefits information following Province guidelines.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Retrieves and processes mail daily. Routes mail to appropriate recipients to ensure bills are processed timely and other documents needing action are addressed timely.

2. Updates Sisters’ mailing addresses for purposes of benefits administration and clinical care coordination.

3. Works closely with Assistant Director of Healthcare Services to ensure any benefit related actions are completed as necessary to maintain Sisters’ MediCal or Medicare eligibility.

4. With California Director of Clinical Care, maintains positive, professional working relationships with nursing and other staff at Saratoga Retirement Community, Merrill Gardens, Belmont Village and any other facilities where Sisters reside to maintain optimal care for Sisters.

5. As requested, participates in Community meetings related to health and well-being and workshops/seminars related to health and well-being areas.

6. Schedules transportation and coordinates Sisters’ medical appointments with California Health and Well-Being team and facilities.

7. May provide other assistance to a Sister as requested, directed, or approved by Assistant Director of Healthcare Services or Director of Clinical Care.

8. Other related duties as identified or assigned.

QUALIFICATIONS: To perform this job successfully, individuals must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION/EXPERIENCE: High school diploma or equivalent, along with related experience that demonstrates the ability to successfully fulfill the responsibilities of the position. Minimum of two years in administrative support roles required; experience working with elderly population a plus.

Skills, Knowledge and Abilities:

1. Must be supportive of the mission of the Sisters of the Holy Names of Jesus and Mary.

2. Must model SNJM Guiding Values in carrying out work activities and responsibilities.

3. Must respect and maintain confidentiality of sensitive information.

4. Excellent organizational skills and ability to prioritize and execute tasks in a timely manner.

5. Proven attention to detail and high degree of accuracy.

6. Ability to learn new and complex information about social, health and income benefits, and public entitlements.

7. Ability to assist with online applications for benefit eligibility determination.

8. Proficient knowledge of Microsoft Office 2010 and Office 365, and other computer software programs including, but not limited to, Word, Excel, Outlook, and Internet Explorer. Experience with electronic record keeping systems required.

9. Demonstrated ability to communicate professionally, empathetically, and compassionately with elder population who may be ill, disabled, hospitalized, or experiencing loss.

10. Ability to maintain collaborative, professional relationships with SNJM Sisters, staff, and external contacts.

11. Understanding of, and ability to maintain, appropriate professional boundaries.

12. High degree of flexibility and adaptability to shifting priorities and time constraints.

13. Ability to work independently and as part of a team, and to analyze and prioritize work assignments.

14. Demonstrated written and verbal skills to ensure effective communication.

15. Demonstrated ability to provide excellent customer service.

16. Ability to respond to emergencies appropriately and calmly.

17. Valid drivers’ license. Ability to drive to appointments with Sisters.

HOURS: 30 hours per week, including occasional evening or weekend hours as needed. Duration of position expected to last 12-15 weeks.

PAY: $25.50-$27 / hr