Administrative Assistant

Responsibilities:

• Schedule meetings, site visits, and conferences for the Executive Director.
• Screen phone calls, sort emails, and prioritize urgent clinical or operational issues.
• Write official letters, memos, meeting minutes, and facility-wide announcements.
• Track action items from Nursing, Therapy, Social Services, Recreation, Finance, Admission, Facilities Management, HR, Security and Dietary teams.
• Prepare agendas and materials for Quality Assurance (QA) and department head meetings.
• Order and track administrative supplies within budget limits.
• Organize digital and physical filing systems for easy retrieval.
• Track compliance: Monitor licenses, certifications, and mandatory staff training deadlines.
• Audit preparation: Organize required documentation for state health department inspections and surveys.
• Handle sensitive data: Maintain strict confidentiality regarding resident health records and payroll data.
• Process billing paperwork: Assist with vendor contracts, invoices, and expense tracking.
• Greet visitors: Welcome families, state regulators, and medical professionals warmly.
• Direct family grievances to the appropriate department head immediately.
• Help distribute family intake packets during peak admission periods.

Qualifications: 

• Minimum 2-3 years in healthcare administrative support

Education: 

• High School Diploma required
• Associate or Bachelor’s degree preferred.