Administrative Assistant chez Sun Health

Administrative Assistant - Join Our Big-Hearted Team

Are you ready to make a meaningful impact in a vibrant, compassionate community? Join our vibrant team at HRC Grandview in Sun City, AZ, as an Administrative Assistant.

Schedule: Monday through Friday from 8:00am to 4:30pm

Your Mission: This role serves as the primary point of contact at the front desk of a multi-level health and rehabilitation facility, providing high-quality administrative support across departments. This position plays a critical role in ensuring smooth day-to-day operations by managing reception functions, coordinating transportation, supporting financial and billing processes, maintaining administrative records, and facilitating internal communication. The role requires strong organizational skills, attention to detail, discretion, and the ability to collaborate across clinical, administrative, and operational teams.

Why Choose Us?

• Great Place to Work: Sun Health has been certified as a Great Place to Work in 2021, 2022, and 2023.
• National Recognition: We secured a top 10 spot on the Fortune Best Workplaces for Aging Services™ list in 2020 and 2021.
• Platinum Award Winner: Our dedication to health and safety earned us Platinum awards from the Healthy Arizona Worksites Program in 2019, 2020, and 2021.

Key Responsibilities:

Reception & Visitor Coordination

• Serve as the central contact for visitors, residents, families, and vendors, ensuring a professional and welcoming environment.
• Triage inquiries appropriately to department heads while ensuring sensitive information is handled with discretion
• Maintain sign-in records, manage deliveries, and uphold the presentation and organization of the front lobby.

Administration & Office Operations

• Provide administrative support to leadership and departments including scheduling, document preparation, supply tracking, and recordkeeping.
• Manage creation and distribution of materials such as admission and discharge packets, event signage, meeting notices, and internal directories.
• Coordinate front office logistics including mail sorting and forwarding, postage tracking, office supply orders, and toner inventory.
• Ensure compliance with organizational systems for filing, scanning, and archiving both paper and digital records.

Transportation Scheduling & Coordination

• Coordinate non-emergency medical transportation services for residents, primarily in Assisted Living and Memory Support, with partial support for Skilled Nursing.
• Reconcile internal calendars with transportation dispatch schedules, complete and submit required documentation, and maintain communication with residents and staff regarding logistics.

Financial Processing & Business Office Support

• Assist with payment collection, including processing credit card transactions, logging checks, and coordinating documentation with the Business Office.
• Support follow-up and resolution of billing questions, payment plans, and dunning letters in collaboration with the Administrator and Business Office Manager.
• Assist with Accounts Payable functions, including coding invoices for payment, preparing purchase orders, and ensuring proper approvals are obtained
• Maintain accurate financial tracking and electronic filing for audit readiness.

Facilities and Work Order Management

• Coordinate maintenance and service requests submitted via internal systems and respond to departmental needs for repairs and general facilities support.
• Maintain facility calendars for common spaces and oversee preparation for scheduled events and meetings.

Interdepartmental & Resident Support

• Provide day-to-day support to nursing, life enrichment, housekeeping, and business office teams as needed, including label creation, signage, laminating, scanning, and communication materials.
• Assist residents with logistics when staff are unavailable (e.g., accompanying them to appointments).
• Prepare or update orientation materials for students and registry staff.
• Demonstrate the Sun Health Mission and Values.

Your Qualifications:

• High School Diploma or equivalent
• Minimum of 2 years of administrative, receptionist or clerical experience in healthcare, long term care, or senior living environment
• Required to possess a current Level 1 Fingerprint Clearance Card or can obtain a Level 1 Fingerprint Clearance Card
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and capable of learning specialized systems (e.g., NetSuite, PCC, TEAMs, TELS, Stamps.com)
• Strong communication, organizational, and customer service skills

Team Member Benefits:

• Comprehensive health benefits (Medical, Dental & Vision).
• 401k with immediate vesting and up to 4% employer match.
• Tuition Reimbursement.
• Exclusive discounts through The Employee Network.
• Access to the Employee Association, supporting team members in need.

Equal Employment Opportunity: Sun Health is fully committed to equal employment opportunities and to attracting, retaining, developing, and promoting the most qualified employees without regard to their race, sex, color, religion, national origin, age, physical or mental disability, veteran status, or any other characteristic prohibited by state or local law. We provide a work environment free from discrimination and harassment, and where employees are treated with respect and dignity.

Join us and be a part of a community that cares for its residents and team members alike.

Apply today!