Administrative Assistant

The Rehabilitation Administrative Assistant provides administrative and clerical support to the Rehabilitation Department within a skilled nursing facility. This position assists with general office coordination, communication, document organization, and departmental administrative tasks to support efficient daily operations. This role is non-clinical and does not provide patient care services or perform clinical decision-making responsibilities. The ideal candidate is organized, professional, detail-oriented, and able to work effectively in a fast-paced healthcare environment.

Essential Responsibilities:

Provide general clerical and administrative support to the Rehabilitation Department Answer telephones, take messages, and assist with departmental communication Prepare routine correspondence, reports, spreadsheets, and administrative documents Maintain organized electronic and physical filing systems for departmental records Assist with data entry, tracking logs, and non-clinical record maintenance Schedule meetings, coordinate calendars, and assist with conference preparation Support department communication with residents, families, visitors, vendors, and facility staff Monitor and order office supplies and administrative materials as needed Assist with onboarding paperwork, orientation scheduling, and administrative follow-up for department personnel Prepare meeting minutes and assist with departmental projects and initiatives Support audit preparation and document collection as requested Coordinate mail distribution, faxing, scanning, copying, and general office functions Assist leadership with statistical tracking and preparation of routine reports Maintain confidentiality of resident, employee, and organizational information Attend meetings or training sessions as requested. Facilitates communications to assure orders/consults are completed in a timely manner with other disciplines including: Physiatrist, Orthopedist, Audiologist, Prosthetist, Orthotist, Speech Therapist. Assists therapists in communication with other departments including: Nursing, Social Work, Dieticians. Assists in coordinating managed care documentation to assure that paperwork is submitted timely. Reviews rehabilitation section of the medical record to check on basic items such as order in the medical record, presence of needed documents, and appropriate signatures. Maintains confidentiality of information where applicable. Reports all unsafe/hazardous conditions and/or equipment malfunctions or breakdowns to the appropriate supervisor and follows up as directed. Assures that work assignment areas are clean and office equipment is properly secured before leaving. Adheres to policies and procedures as outlined in departmental safety manuals, employee handbooks, safety manuals and infection control procedures and continuous quality improvement activities. Participates in facility-wide in service education and training programs. Participates in department quality improvement activities as appropriate. Adheres to customer service guidelines including telephone performance. Gives directions and information to all residents, guest, visitors, so that there is a positive, effective and orderly customer relationship. Performs other related departmental duties as requested by Rehabilitation Therapists and Director.

MINIMUM QUALIFICATIONS

High school diploma or equivalent required Associates Degree or equivalent administrative experience Microsoft Excel knowledge Required Prior administrative or healthcare office experience preferred Excellent organizational and communication skills Ability to maintain confidentiality and professionalism Strong multitasking and customer service abilities