Marketing Assistant in Boalsburg, Pennsylvania at The Wynwood House

Join a Team Where Hospitality Meets Heart!

At The Wynwood House, we believe exceptional care begins with making every resident feel truly at home. Our communities are built on a hospitality-first philosophy where kindness, dignity, respect, and meaningful relationships guide everything we do. We are committed to creating a warm, welcoming environment where residents enjoy comfort and independence; and where every team member is valued, supported, and empowered to make a difference every day.

Summary of Responsibilities:

The Resident Experience Coordinator (REC) supports the Director of Marketing & Admissions by ensuring a welcoming, organized, and high-quality experience for residents and their families across assigned personal care home communities.

This role is responsible for coordinating resident move-ins, supporting admissions preparation, enhancing resident satisfaction, and assisting with community engagement initiatives. The REC plays a key role in bridging the transition from prospect to resident by ensuring a smooth, positive onboarding experience and early-stage retention support.

The position may support multiple communities within a designated region and works closely with Executive Directors and community leadership teams to ensure consistency in resident experience standards.

Essential Functions/ Duties:

Resident Move-In Coordination & Welcome Experience

• Coordinate and support all aspects of the resident move-in process to ensure a positive and seamless experience
• Prepare and organize admission packets and required documentation
• Collaborate with community leadership to ensure rooms are move-in ready
• Prepare welcome materials including baskets, signage, and Welcome Board updates
• Greet residents and families upon arrival and provide orientation to the community
• Provide support to residents and families during the move-in transition period
• Ensure all admission documentation is complete, accurate, and properly filed

Resident Experience & Retention Support

• Conduct informal check-ins with new residents during initial weeks of residency
• Support onboarding and welcome initiatives for new residents and families
• Assist in collecting and communicating resident and family feedback
• Support resident satisfaction and service recovery efforts
• Assist with resident engagement activities and family events
• Identify and escalate opportunities to improve the resident experience

Admissions & Documentation Support

• Maintain organized admission files, binders, and tracking systems
• Prepare tour packets and marketing materials for prospective residents
• Assist with tracking inquiries, tours, and scheduled move-ins
• Identify missing or incomplete documentation and report to leadership
• Ensure confidentiality and compliance with HIPAA and company policies
• Support CRM or other tracking systems as applicable

Community Readiness & Quality Assurance

• Ensure vacant rooms are clean, staged, and tour-ready
• Monitor common areas, lobby, and entryways for cleanliness and presentation
• Maintain updated welcome boards, signage, and activity displays
• Monitor and restock marketing and admissions materials
• Communicate environmental, safety, or presentation concerns to leadership

Marketing & Community Engagement Support

• Assist with planning and execution of community events and engagement activities
• Capture photos of events for marketing use in accordance with consent policies
• Support social media and marketing initiatives as directed
• Assist with outreach event preparation and follow-up
• Maintain proper documentation of photo consents

Operational Support (Non-Direct Care)

• Assist with room setup and turnover preparation for new residents
• Support organization of administrative areas and supply storage
• Assist with event and dining room setup as needed
• Deliver supplies and materials between departments
• Provide general administrative and operational support to community leadership

Position Type/ Expected Hours of Work:

• Full-time or Part-time (based on business needs)
• May require flexibility to support move-ins, events, or weekends as needed
• Travel between assigned communities required

Required Skills/ Abilities:

• Strong organizational and time management skills
• Excellent interpersonal and customer service skills
• Ability to communicate professionally with residents, families, and staff
• High attention to detail and follow-through
• Ability to manage multiple priorities across locations
• Ability to handle sensitive information with discretion and confidentiality
• Problem-solving mindset with a focus on resident satisfaction
• Proficiency in Microsoft Office, email systems, and data tracking tools

Education and Experience Requirements:

• High school diploma or equivalent. (Required)
• Associate’s or Bachelor’s degree in marketing, hospitality, healthcare administration, or related field (Preferred)
• One (1)–two (2) years of experience in senior living, healthcare, hospitality, customer service, or admissions support (Required)
• Experience in personal care, assisted living, or long-term care setting (Strongly Preferred)

Work Authorization/ Clearances:

• Criminal History Clearances
• FBI fingerprint clearance (if required)
• Pre-employment drug screening (if applicable)
• Proof of eligibility to work in the United States
• Valid driver’s license and acceptable Motor Vehicle Record (MVR) required; must meet Company insurability standards.

Physical Requirements and Physical Demands:

• Ability to sit, stand, and walk for extended periods
• Ability to use a computer, telephone, and office equipment
• Ability to occasionally lift up to 20 pounds (marketing materials, office supplies)
• Ability to walk throughout the community when assisting with tours or events
• Ability to communicate effectively in person and by phone