An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
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
