Administrative Assistant

Sunrise Senior Living Administrative Assistant

When you join Sunrise Senior Living, you will be able to use your unique skills to empower residents to live longer, healthier, and happier lives. Not only will you build meaningful relationships with residents, their families, and team members alike, you will also gain joy in serving others and deep fulfillment in your work. Explore how you can follow your passions and shed light on meaningful ways to serve, grow, and shine together.

Job Overview

The Administrative Assistant is responsible for providing human resources and accounting generalist services and programs support to the community team members, department coordinators and Executive Director which meet and or exceed Sunrise quality service standards. Key areas of responsibility include processing payroll, daily time and attendance and human resource information system (HRIS), team member recruiting and on-boarding, tracking of training, setting up and maintaining the personnel files and employment binders, benefits and worker's compensation administration, generalist accounting and administration services and support.

Essential Duties

As a part of the Sunrise team, supporting our Mission, Principles of Service and Core Values is a fundamental part of this job. Our foundational belief is the sacred value of human life. The unique responsibilities for this role include but are not limited to the essential functions listed as follows:

Payroll and Time & Attendance Processing

• Perform daily, weekly, monthly, and annual payroll administration responsibilities according to Sunrise policies and procedures.
• Process and distribute time and attendance reports daily and coordinate with department coordinators to review and approved all hours worked.
• Review payroll and timekeeping edit reports and coordinate with department coordinators for approved corrections.
• Notify Executive Director of excessive payroll variances.
• Process approved labor/labour adjustments into timekeeping system.
• Address payroll related concerns or questions timely and professionally.
• Monitor systems (timekeeping, HRIS) to address and prevent potential concerns.
• Process approved team member status changes, new hires, transfers, and terminations timely in HRIS according to business processes.
• Monitor and track performance appraisal due dates, one-over-one review approvals, overall ratings, process approved merit increases, and file in team member personnel file.

Recruitment & Training

• Coordinate the community's team member recruitment efforts in conjunction with Executive Director and in accordance with Sunrise standards, programs, and services expectations.
• Partner with community leadership regarding all employment and recruitment policies and procedures such as but not limited to posting positions, placing advertisements, pre-employment screenings, reference checks, recruitment and selection processes, group interviews and documentation, job previews, and maintaining recruitment records.
• Review and process all new hire paperwork and administration timely and prepare team member data for payroll and record keeping.
• Assist with the orientation of new team member including new hire paperwork, overview of Team Member Handbook and policies, and Sunrise University Orientation.
• Process community team member training and tracking in compliance with Sunrise standards, Sunrise University, federal, and state/province regulations.

Risk Management

• Partner with the department coordinators in the processing of light duty and worker's compensation claims in order to expedite return to full duty, close the claims, promote positive team member relations, and to reduce overall cost.
• Partner with department coordinators to ensure community is in compliance with national/provincial regulations pertaining to occupational health and safety requirements and promotion of Risk Management programs and policies.

Benefits Administration

• Administer benefit plan offerings and enrollments for the community with Sunrise benefit sources.
• Address and resolve benefit related concerns or questions timely and professionally.
• Monitor benefit programs and processes to address and prevent potential concerns.

Generalist Duties

• Ensure current federal, state/province, and Sunrise postings and pamphlets are posted accordingly.
• Comply with federal, state/province, and Sunrise standards pertaining to employment laws.
• Establish and maintain all personnel files and binders related to employment matters for the required length of time in accordance with federal, state/province and Sunrise requirements.
• Maintain Tickler Reminder tracking system to monitor and update renewals as appropriate.
• Review, read, notate, and initial Daily Log to document and learn about pertinent information.
• Assist with unemployment, Equal Employment Opportunity (EEO), and Worker's Compensation matters as appropriate.
• Log and distribute invoices to department coordinators for coding and approval.
• Assist the Executive Director in the billing process and procedures.
• Assist with new vendor set up administration.
• Assist the Executive Director with general administration office duties.
• Inventory and place orders for community office supplies and work room.

Training, and Contributing to Team Success

• Participate actively as a member of a team and committed to working toward team goals.
• Demonstrate in daily interactions with others, our Team Member Credo.
• Commit to serving our residents and guests through our Principles of Service.
• Contribute in the overall engagement programs and processes (customer and team member engagement) including participating in the team member engagement survey and engagement improvement planning workshops.
• Attend regular meetings; Town Hall, Department Team Meetings, Cross Over, and others as directed by the Supervisor/ Department Coordinator.
• Maintain compliance in assigned required training and all training required by state/province or other regulating authorities as applicable to this role to ensure that Sunrise standards are always met.
• Perform other duties as assigned.

Core Competencies

• Building Customer Loyalty
• Building Trust
• Communication
• Contributing to Team Success
• Managing Work (includes Time Management)
• Planning and Organizing
• Quality Orientation
• Stress Tolerance
• Technical / Professional Knowledge

Experience and Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed throughout this job description are representative of the knowledge, skills, and abilities required.

• High School degree / GED required
• One (1) year experience in an administrative support role, preferably in a generalist human resource and or accounting role
• One (1) year experience preferred in assisted living/long term care, home health, full service, skilled nursing, and or hospitality industries
• Ability to handle multiple priorities
• Ability to perform tasks with frequent interruptions
• Possess written and verbal skills for effective communication and the ability to facilitate small group presentations and trainings
• Competent in organizational, time management skills
• Demonstrates good judgment, problem solving, and decision-making skills
• Demonstration of proficiency in computer skills, Microsoft Office (Windows, Outlook, Excel) and Sunrise applications with the ability to learn new applications
• As applicable, all Sunrise team members who drive a Sunrise vehicle must review and sign the Driver job description and understand the key essential duties for safety and regulatory compliance

About Sunrise

Ready to take the next step and make a bigger impact than you ever imagined? As part of our team, you will help brighten the future for everyone at Sunrise and beyond. That is why we make it a priority to celebrate the unique ways you bring moments of togetherness and joy to everyone you serve. And when combined with the support, benefits, and growth opportunities we offer, the result is a career that PositivelyShines with everything you need to reach your goals at work and in your life.

We also offer benefits and other compensation that include:

• Medical, Dental, Vision, Life, and Disability Plans
• Retirement Savings Plans
• Employee Assistant Program / Discount Program
• Paid time off (PTO), sick time, and holiday pay
• myFlexPay offered to get paid within hours of a shift
• Tuition Reimbursement