administrative assistant

General Purpose

The primary purpose of your job position is to ensure adequate and appropriate staffing of the facility nursing department to meet the needs of the residents based on budget, census, and as may be directed by facility administration.

Essential Duties

Every effort has been made to identify the essential functions of this position. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or is an essential function of the position.

Administrative Functions

• Assist Maintain a current listing of all resident care employee phone numbers.

• Update business office with current posting of all department managers' phone numbers.

• Maintain daily tardy and absenteeism calendars.

• Report to Director of Nursing Services (DNS) all employees with excess tardiness or absenteeism in accordance with facility policy.

• Work with Human Resource Director and DNS when scheduling modified work duty employees in accordance with work restrictions and facility policy.

• Complete in timely fashion necessary nursing department employee records upon hiring, job reclassification and discharge.

• Assist employees in accurate completion of forms (i.e., leave and day off requests, time cards, etc.) pertinent to scheduling and staffing.

• Complete monthly nursing schedule coordinating requests to ensure appropriate coverage of units.

• Complete and post work sheets/time schedules. Coordinate variances with the DNS.

• Assist in completion and filing of designated reports in accordance with established policies and procedures.

• Perform miscellaneous duties pertaining to staffing and assist nursing supervisory personnel as necessary.

• Answer employee calls regarding staffing/scheduling functions. Prepare written correspondence as necessary.

• Answer applicant calls regarding position availability and coordinate interviews as deemed appropriate.

• Ensure newly hired nursing staff has time cards and schedules prior to orientation date.

• Assist in obtaining nursing care staff information needed for daily posting requirements.

• Consult with nursing department staff and supervisors concerning the staffing/scheduling needs: to assist in elimination/correction of problem areas, and/or improvement of services.

• Make written/oral reports/recommendations to the DNS concerning staffing and scheduling issues.

• Develop and maintain a good working rapport with interdepartmental personnel, as well as other departments within the facility.

• Ensure administrative functions are carried out promptly for an efficient operation.

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

• Review complaints and grievances pertinent to scheduling and staffing. Make necessary oral/written reports to the DNS.

• Other related duties and responsibilities that may become necessary to meet the needs of the facility.

• Agree not to disclose assigned user ID code and password for accessing resident/facility information and promptly report suspected or known violations of such disclosure to the Administrator.

• Agree not to disclose resident's protected health information and promptly report suspected or known violations of such disclosure to the Administrator.

• Report any known or suspected unauthorized attempt to access facility's information system.

Committee Functions

• Attend various committee meetings of the facility (safety, recruitment and retention, etc.) as required.

• Collect and assemble/compile records for committee/DNS review, as requested, and prepare reports of nursing department labor issues to submit to such committees as directed.

• Implement recommendations from established committees as instructed.

Personnel Functions

• Assist in interviewing CNAs when requested.

• Create and maintain an atmosphere of warmth, personal interest and positive emphasis, as well as a calm environment throughout the facility.

• Assist in record-keeping and documentation of attendance and tardiness for employee performance appraisals.

• Confirm license/certification and current standing with state approved agencies for all new hires prior to orientation date.

• Maintain confidentiality of all pertinent employee information.

• Assist with maintaining records of current certifications/licenses for nursing department employees.

• Report known or suspected incidents of fraud to the Administrator.

• Ensure that departmental computer workstations left unattended are properly logged off or the password protected automatic screen-saver activates within established facility policy guidelines.

Staff Development

• Provide each newly hired nursing personnel with orientation schedule and assign staff member to provide orientation.

• Facilitate quality orientation program by communicating new hire orientation schedule to unit manager and unit staff who will participate in orientation.

• Attend in-service training programs as scheduled.

• Assist with record-keeping for facility in-service education, and orientation classes for newly hired personnel.

Safety and Sanitation

• Report all unsafe/hazardous conditions, defective equipment, etc., to your supervisor immediately.

• Follow all established safety procedures and precautions when operating office equipment.

Equipment and Supply Functions

• Ensure nursing supervisory supplies have been replenished in work areas as necessary. Report equipment/supply needs to your supervisor.

• Ensure that work/assignment areas are clean and equipment and supplies are properly stored before leaving such areas on breaks, end of day, etc.

Budget and Planning Functions

• Report suspected or known incidence of fraud relative to false billings, cost reports, kickbacks, etc.

Supervisory Requirements

As Staffing Coordinator, you are delegated the administrative authority, responsibility, and accountability necessary for carrying out your assigned duties.

Qualification

Education and/or Experience

Must possess, as a minimum, a high school education or its equivalent.

Language Skills

Must be able to read, write, speak, and understand the English language.

Ability to read technical procedures.

Must possess the ability to deal tactfully with personnel, residents, family members, visitors, government agencies/personnel, and the general public

Mathematical Skills

Ability to apply concepts such as fractions, percentages, ratios and proportions to practical situations.

Reasoning Ability

Must be a supportive team member, contribute to and be an example of team work and team concept.

Must possess the ability to make independent decisions when circumstances warrant such action.

Must possess the ability and willingness to work harmoniously with other personnel.

Must have patience, tact, a cheerful disposition and enthusiasm, as well as the willingness to handle difficult residents.

Must be willing to seek out new methods and principles and be willing to incorporate them into existing nursing practices.

Must be able to relate information concerning a resident's condition. Must not pose a direct threat to the health and safety of other individuals in the workplace.

Physical Demands

Must be able to move intermittently throughout the workday.

Must be able to speak and write the English language in an understandable manner.

Must be able to cope with the mental and emotional stress of the position.

Must be able to see and hear or use prosthetics that will enable these senses to function adequately to ensure that the requirements of this position can be fully met.

Must function independently and have flexibility, personal integrity, and the ability to work effectively with residents, personnel, and support agencies.

Must meet the general health requirements set forth by the policies of this facility, which include a medical and physical examination.

Must be able to relate to and work with the ill, disabled, elderly, emotionally upset, and, at times, hostile people within the facility.

Must be able to push, pull, move, and/or lift a minimum of 25 pounds to a minimum height of 5 feet and be able to push, pull, move, and/or carry such weight a minimum distance of 50 feet.

May be necessary to assist in the evacuation of residents during emergency situations.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Works throughout the nursing service area (i.e., drug rooms, nurses' stations, resident rooms, etc.). Moves intermittently during working hours. Is subject to frequent interruptions. Is involved with residents, personnel, visitors, government agencies/personnel, etc., under all conditions and circumstances. Is subject to hostile and emotionally upset residents, family members, personnel, and visitors. Communicates with nursing personnel and other department directors. Works beyond normal working hours, on weekends and holidays, and in other positions temporarily, when necessary. Is subject to call back during emergency conditions (e.g., severe weather, evacuation, post-disaster, etc.). Attends and participates in continuing educational programs. Is subject to injury from falls, burns from equipment, odors, etc., throughout the workday, as well as to reactions from dust, disinfectants, tobacco smoke, and other air contaminants. Is subject to exposure to infectious waste, diseases, conditions, etc., including TB and the AIDS and Hepatitis B viruses. May be subject to the handling of and exposure to hazardous chemicals.

Additional Information

Note: Nothing in this job specification restricts management's right to assign or reassign duties and responsibilities to this job at any time. Critical features of this job are described under various headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. The above statements are strictly intended to describe the general nature and level of the work being performed. They are not intended to be construed as a complete list of all responsibilities, duties, and skills required of employees in this position.

We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other legally protected status.

We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other legally protected status.