Assistant Administrator

Job Description

Job Description

Assistant Administrator – Long-Term Care Facility  

Job Title: Assistant Administrator 

Department: Administration 

Reports To: Executive Director / Administrator 

FLSA Status: Exempt (typically) 

Position Summary  

The Assistant Administrator supports the Executive Director/Administrator in the daily operations of the long-term care facility, ensuring compliance with federal, state, and local regulations while promoting high-quality resident care, staff performance, and operational efficiency. This role serves as a key liaison between department heads, staff, residents, families, and regulatory agencies, and may assume full administrative responsibility in the Administrator's absence. 

Essential Duties and Responsibilities  

• Assist the Administrator in overseeing daily facility operations, including staffing, budgeting, and regulatory compliance 

• Ensure facility operations align with state and federal regulations (e.g., CMS, OSHA, HIPAA, state licensing requirements) 

• Supervise and support department heads (nursing, dietary, housekeeping, activities, maintenance, business office) 

• Assist with survey readiness and respond to state/federal inspections and complaints 

• Monitor and support quality assurance and performance improvement (QAPI) initiatives 

• Assist in recruitment, hiring, training, and performance evaluation of staff 

• Address resident and family concerns, grievances, and satisfaction issues 

• Assist with budget preparation, expense monitoring, and financial reporting 

• Ensure proper documentation and records management in compliance with regulatory standards 

• Participate in care planning meetings and interdisciplinary team collaboration as needed 

• Serve as Administrator on Duty (AOD) during rotations, evenings, weekends, or emergencies 

• Support marketing, census development, and community relations efforts 

• Assist in policy development, implementation, and staff training on procedures 

• Maintain a safe, clean, and welcoming environment for residents, staff, and visitors 

Qualifications  

Education & Licensure 

• Associate's degree in Healthcare Administration, Business Administration, or related field required (Bachelor's preferred) 

• Current or eligible for Nursing Home Administrator (NHA) license per state requirements (or actively pursuing licensure/AIT program), depending on state regulations 

Experience  

• 1–3+ years of experience in a long-term care, skilled nursing, or healthcare administrative setting preferred 

• Supervisory or leadership experience preferred 

• Familiarity with CMS regulations, state survey processes, and long-term care operations 

Skills & Competencies  

• Strong knowledge of long-term care regulations and compliance standards 

• Excellent leadership, communication, and interpersonal skills 

• Strong organizational and multitasking abilities 

• Proficiency in Microsoft Office and electronic health record (EHR) systems 

• Sound judgment and problem-solving skills, especially under pressure 

• Ability to maintain confidentiality and handle sensitive situations with discretion 

• Financial acumen, including budgeting and expense management 

Physical Requirements  

• Ability to move throughout the facility for extended periods 

• Occasional lifting/assisting as needed (specify weight limits per facility policy) 

• Ability to respond to emergencies, including after-hours situations 

Work Environment  

• Long-term care/skilled nursing facility setting 

• May require flexible hours, including evenings, weekends, and on-call availability