Executive Assistant

Administrative Functions

Assist the administrator in planning, developing, organizing, implementing, and directing the day-to-day functions of the facility, its programs, and activities.

Assist in the development and implementation of written policies and procedures that govern the operation of the facility.

Develop and maintain written job descriptions for each staff position in accordance with the Americans With Disabilities Act, OSHA, and other pertinent laws governing job positions. Review with the administrator.

Assist department directors in the development and use of departmental policies and procedures, and establish a rapport in and among departments so that each can realize the importance of teamwork.

Assist in establishing policies that govern the resident's right to quality of life and care as defined by the resident's comprehensive assessment and care plan.

Review the facility's policies and procedures periodically, at least annually, and make recommendations to the administrator to assure continued compliance with current regulations (e.g., ergonomics, air quality, etc.).

Interpret the facility's policies and procedures to employees, residents, family members, visitors, government agencies, etc., as necessary or instructed.

Ensure that public information (policy manuals, etc.) describing the services provided in the facility is accurate and fully descriptive.

Ensure that all employees, residents, visitors, and the general public follow established policies and procedures.

Assume the administrative authority, responsibility, and accountability of directing the activities and programs of the facility.

In the absence of the administrator, represent the facility at and participate in top-level meetings.

Represent the facility in dealings with outside agencies, including governmental agencies and third-party payers, or provide an authorized representative of the facility when unable to attend such meetings.

Make written and oral reports/recommendations to the administrator concerning the operation of the facility.

Recommend to the administrator changes in the overall organization structure.

Coordinate the facility's services and activities with department directors.

Review and approve the implementation of new procedures and organizational plans within each department.

Assist the infection control coordinator, and/or committee, in identifying, evaluating, and classifying routine and job-related functions to ensure that tasks involving potential exposure to blood/body fluids are properly identified and recorded.

Make weekly inspections of the facility to assure that established policies and procedures are being implemented and followed. Report findings to the administrator.

Participate in facility surveys (inspections) made by authorized government agencies.

Review and develop a plan of correction for deficiencies noted during survey inspections and provide a written copy of such plan to the administrator for his/her review/approval.

Review with ombudsman personnel as required.

Maintain an adequate liaison with families and residents.

Maintain a good public relations program that serves the best interest of the facility and community alike.

Assist in setting the tone and atmosphere of the facility.

Act on behalf of the administrator during his/her absence.

Ensure that appropriate policies and procedures are followed when conducting background checks and when providing information to the nurse aide registry.

Personnel Functions

Assist in the recruitment and selection of competent department directors, supervisors, consultants, and other auxiliary personnel. Make recommendations to the administrator.

Ensure that appropriate identification documents are presented prior to the employment of personnel and that appropriate documentation is filed in the employee's personnel record in accordance with current regulations mandating such documentation.

Delegate administrative authority, responsibility, and accountability to other staff personnel as deemed necessary to perform their assigned duties.

Work with the facility's consultants as necessary and implement recommended changes as approved by the administrator.

Consult with department directors concerning the operation of their departments to assist in eliminating/correcting problem areas, and/or improvement of services. Report such findings/solutions to the administrator.

Ensure that an adequate number of appropriately trained professional and auxiliary personnel are on duty at all times to meet the needs of the residents.

Assist in standardizing the methods in which work will be accomplished.

Assist in scheduling department working hours, personnel, work assignments, etc., as necessary or required.

Review salary and benefit packages and make recommendations to the administrator concerning employee promotions, demotions, transfers, shift changes, salary increases, etc.

Assist in establishing the facility's vacation schedule as necessary or required.

Review and check competence of workforce and make necessary adjustments/corrections as instructed by the administrator.

Counsel/discipline personnel as requested or as may become necessary.

Ensure that disciplinary action is administered fairly and without regard to race, color, creed, national origin, age, sex, religion, handicap, or marital status.

Terminate employment of personnel when necessary, documenting and coordinating such actions with the administrator and/or the personnel director.

Schedule and participate in departmental meetings.

Serve as liaison to the administrator, medical staff, and other professional and supervisory staff.

Maintain an excellent working relationship with the medical profession and other health-related facilities and organizations through formal working and transfer agreements.