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Job Information

Consulate Health Care Administrative Assistant in Maitland, Florida

Job ID 78545
Position Location US-FL-Maitland
Facility Name Consulate Health Care - Maitland
Job Category Administration
Position Location : Street 800 Concourse Parkway South
Position Location : Zip 32751
Position Status FT is 35+ HOURS WK

Job Overview

Purpose of Your Job Position:

As a Consulate employee, you are entrusted with the responsibility of carrying out your daily tasks and assigned duties while demonstrating Consulate’s Core Values of Compassion, Honesty, Integrity, Respect and Passion. You are expected to provide innovative, responsible results with the creation and implementation of new ideas and concepts that continually improve systems and processes to achieve superior results. The primary purpose of the position is to provide administrative support to the assigned executive staff of the management company (SVP of Operations and SVP of Admissions).

Job Functions:

As Administrative Assistant, you are delegated the administrative authority, responsibility, and accountability necessary for carrying out your assigned duties. Responsible for ensuring all administrative and clerical functions are completed on a daily basis and the needs of the assigned departments are met within a timely manner. Work alongside all levels of management both internally and externally to provide support and coordinate duties as they are assigned. This position is a non supervisory function. This job description does not list all the duties of the job. You may be asked by supervisors or managers to perform other duties. You will be evaluated in part based upon your performance of the tasks listed in this job description. The employer has the right to revise this job description at any time, for any reason.

Duties and Responsibilities:


  • Ensure travel expense reports for Operations team comply with all travel policies.

  • Travel arrangements for entire Operations team.

  • Operation review meeting scheduling.

  • Coordination and compilation of weekly and monthly reports.

  • Compilation of data in MS Excel worksheets.

  • Ability to draft professional emails and memos.

  • Ability to create professional presentations using MS PowerPoint.

  • Coordination of weekly Operations Team schedules.

  • Excellent communication and customer service skills are required during interaction with both internal and external professionals of all levels on a daily basis. Maintain consistent open communication.

  • Must stay in compliance with all state, federal, and government agencies.

  • Special projects, as assigned.

Admissions and Business Development


  • Develop, monitor and provide reports and maintain history for department use, to include daily and monthly census reports, customer satisfaction survey results, and annual business development plans.

  • Completion of research projects, as requested.

  • Develop, maintain and provide manuals for department use, to include training manual, marketing "Ideas That Fly" and Territory Management.

Contract Management:

  • Compile, update and prepare Managed Care and Hospice credentialing process.

  • Maintain and update Managed Care database and Profiles, both manually and electronically.

  • Prepare Managed Care contracts for signature approval.

  • Distribute Managed Care contracts and Profiles to required recipients.

  • Compile, update and prepare Medical Director contracts and recurring invoices for signature.

  • Create, maintain and update Medical Director database and files, both manually and electronically. 

Graphics and Special Projects:

  • Creation and/or manipulation of PowerPoint slides

  • Assist in creation of special projects, flyers, invitations, and promotional materials when necessary.

  • Assist, as needed, in "Open Houses."

  • Assist with promotional items, to include "Welcome Bags."

  • Maintain facility advertising database.

  • Manage the weekly staff schedule


  • Adhere to company work hours, policies, procedures, and rules governing professional staff behavior.

  • Adhere to company policies governing the observation of confidentiality and handling of confidential information.

  • Maintain professional relationships with company employees and customers.

  • Utilize a courteous, enthusiastic, open-minded, critical approach to policies and procedures within the profession.

  • Relate and apply knowledge acquired in the academic setting to the company sitting.

  • Prepare for and utilize conferences and other opportunities of learning afforded in the company.

  • Maintain a calendar with due dates to help organize all the projects requests.

  • Embrace Consulate’s five core values of compassion, honesty, integrity, respect, and passion, and incorporate them into the daily job functions.

  • Perform other duties, as assigned.


  • Associates degree or equivalent from two-year college or technical school; or six months to one year of related experience and/or raining; or an equivalent combination of both education and experience.

  • 2+ years experience supporting at the executive level

  • Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook

  • Experience assisting management with the creation of PowerPoint presentations

  • Excellent calendar management skills, including the coordination of complex executive meetings

  • Experience scheduling travel arrangements for management.

Specific Requirements:

  • Must be self-directed and self-motivated and more importantly, be able to prioritize tasks in order to meet the needs of the three departments.

  • Must be able to work independently.

  • Must possess excellent interpersonal, coordinating, and organizational skills.

  • Must be able to manage multiple tasks at one time.

  • Must be able to read, write, speak, and understand the English language and posses good communication skills.

  • Must possess the ability to make independent decisions when circumstances warrant such action.

  • Proficient personal computer skills to include electronic mail, record keeping, routine database activity, word processing, spreadsheet applications, graphics, etc.

  • Ability to apply concepts such as fractions, percentages, ratios and proportions to practical situations.

  • Ability to read and interpret documents such as rules, policies and procedures and instructions. Able to write routine reports and correspondence.

  • Ability to speak effectively before groups of employees in the organization.

  • Must be a supportive team member, contribute to and be an example of teamwork and team concept.

  • Must possess the ability to deal tactfully with personnel, visitors, government agencies/personnel, and the general public.

  • Must not pose a direct threat to the health or safety to other individuals in the workplace.


Company Overview

Where Will Compassion Take You?

At Consulate Health Care, we're looking for talented, compassionate and hard-working individuals who are eager to serve others. Our team members go above and beyond to give our residents and patients the care they deserve — so you'll find that every day with Consulate Health Care offers new and exciting opportunities to learn and grow.

Compassionate hearts and passionate dedication – these two qualities shine in our team members and provide the foundation for our mission of “Providing Service With Our Hearts and Hands” . The compassion you'll show to residents, patients and their families is the lifeline of our business, while relationships with your peers and coworkers will strengthen our vibrant, diverse community.

Consulate Health Care is one of the nation's leading providers of Senior healthcare services, specializing in post-acute care. Operating in 21 states, we offer services ranging from short-term transitional care to Alzheimer’s and dementia care.

  • 24-hour skilled nursing care

  • Comprehensive post-acute care

  • Physical, Occupational and Speech therapies

  • "Your Journey Home" short-term rehab program

  • Alzheimer's and dementia care

  • Care for medically-complex patients