Admin Assistant

Westgate Villa Assisted Living is located in the West of San Jose, California with a 60-bed luxurious assisted living community, which has superb year-round weather that is ideal for all outdoor activities. It is near Silicon Valley with views of Mount Hamilton surrounded by natural beauty in a secure setting that provides the best care to seniors.

Location: 5425 Mayme Ave, San Jose, CA 95129

Website: https://westgate-villa.com/

We are seeking a dynamic and proactive Admin Assistant to join our team at Westgate Villa Assisted Living Facility. As the Marketing and Admissions Coordinator, you will serve as a key support role for the Executive Director and other departments within the facility. This versatile position will involve a variety of tasks, including property inspection, office management, advertising and promotions, administrative support, and more. The ideal candidate will be a “jack-of-all-trades” with strong organizational and communication skills, the ability to manage multiple tasks simultaneously, and a positive, solution-oriented attitude.

You will be at the heart of our operations, ensuring smooth day-to-day functionality while providing high-quality support to our residents and staff. A passion for senior care and an ability to handle sensitive information with discretion is essential in creating a warm and welcoming atmosphere.

• Provide administrative aid to the Executive Director and management team, including handling phones, greeting visitors, scheduling, and managing office supplies.
• Manage admissions, move-ins, and discharge paperwork while coordinating communication between families, physicians, pharmacies, and outside healthcare agencies.
• Assist with recruiting, interviewing, and onboarding new hires, as well as tracking employee compliance (licenses, certifications, TB clearances, and training).
• Audit resident charts and employee personnel files to ensure absolute compliance with HIPAA, state regulations, licensing surveys, and company policies.
• Provide hands-on assistance with resident care and staffing coverage during shortages, respond to emergencies, and act as a Medication Technician if trained.
• Maintain highly organized, confidential filing systems for both resident and employee records in strict accordance with regulatory standards.

QUALIFICATIONS:

• High school diploma or GED required.
• Previous caregiving and/or Medication Technician experience preferred.
• Proficient in Microsoft Office (Word, Excel, Outlook) and electronic health record systems.
• Excellent organizational, communication, and time management skills.
• Ability to prioritize multiple tasks in a fast-paced environment.
• MediCal experience preferred.
• Admissions and Customer Service experience preferred but not required.

WHAT WE OFFER: We value our team members and provide a supportive and enriching work environment. As part of our organization, you’ll enjoy:

• Comprehensive Benefits Package: Medical, Dental, and Vision benefits, 401K, Life Insurance and AD&D, Paid Time Off
• Supportive Environment: Work alongside experienced professionals dedicated to improving patients’ lives
• Positive Work Culture: A team-first atmosphere that prioritizes well-being and work-life balance
• Professional Growth: Access to ongoing training, and mentorship programs.

We provide equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, creed, sex (including pregnancy, childbirth, or related condition), age, national origin or ancestry, citizenship, disability, marital status, sexual orientation, gender identity or expression (including transgender status), genetic predisposition or carrier status, military or veteran status, familial status, status as a victim of domestic violence, or any other status protected by law.

Mon-Fri, 8:30am to 5:00pm