JOB SUMMARY

Under the general direction of the Director of Nursing (Care Center), the Administrative Assistant provides high-level administrative support to ensure efficient daily office operations and contribute to the Director's strategic goals. This position manages complex calendars, coordinates meetings and travel arrangements, and handles confidential communications. The Administrative Assistant prepares documents and reports and serves as a primary liaison to internal and external stakeholders. In addition, this role provides advanced administrative, confidential, and technical support to both the Director of Nursing and the Department. As the primary point of contact for the Director of Nursing, the Administrative Assistant assists with staffing vacancies, manages incoming and outgoing mail, prepares correspondence, schedules appointments, takes meeting minutes, prepares PowerPoint presentations, and screens or responds to calls on the Director's behalf. The Administrative Assistant also supports Care Center Supervisory Staff by tracking licensure, certifications, annual and in-service training, competency assessments, and other requirements. Responsibilities include maintaining Department spreadsheets and databases, ensuring alignment with JCAHO, federal, state, and local guidelines, and compliance with organizational and departmental policies and procedures.

STANDARDS OF PERFORMANCE

Adherence and Communication

• The Administrative Assistant upholds the mission, core values, guiding principles, business standards, and administrative procedures of Effingham Health System (EHS). Responsibilities include managing staffing requirements and organizing in-service training schedules. Working closely with the Care Center Scheduler, this role aims to reduce unnecessary premium pay, such as overtime, through efficient scheduling and accurate timekeeping, and to keep relevant personnel informed about daily staffing coverage as directed.

Scheduling and Attendance

• The Administrative Assistant is responsible for consistently reviewing and monitoring vacation and time-off requests, collaborating closely with the Care Center Scheduler to ensure adequate staffing levels are maintained. In instances where sufficient staff cannot be secured or when coverage falls below the established minimum, it is imperative that the Administrative Assistant promptly informs both the Director of Nursing and the Assistant Director of Nursing.

Collaboration and Recruitment

• Working collaboratively with the Director of Nursing and other Care Center administrative personnel, the Administrative Assistant helps facilitate the recruitment and retention of direct hires. The role includes assisting with payroll processing and verifying employees’ hours and shifts worked.

Reception and Compliance

• The Administrative Assistant greets residents’ families, visitors, contractors, students, and employees, responding to inquiries and requests for information, and providing assistance as needed. The role involves monitoring staff compliance with mandatory in-services, certifications, and validated skills.

Record-Keeping and Office Management

• The Administrative Assistant develops and sustains positive working relationships with staff across Effingham Health System to ensure that information is communicated accurately and respectfully, and that instructions involving multiple departments are carried out effectively. This role also handles office and employee records, maintains other relevant files, and manages assigned inventories of office and clinical supplies. Typical clerical responsibilities include sorting, filing, shredding, and copying various documents and files.

Correspondence and Administrative Duties

• Primary responsibilities include drafting written communications and documents, developing and maintaining departmental forms, preparing meeting minutes, reports, statistical information, and other materials pertinent to the Care Center. Additionally, the Administrative Assistant manages telephone operations, promptly responds to voice and email messages, and oversees the transmission and receipt of faxes.

Departmental Forms and Scheduling

• The position is responsible for initiating, processing, and monitoring a variety of departmental forms, including purchase orders, personnel requisitions, travel authorization documents, supply requests, printing orders, and travel expense reimbursement vouchers. Key duties also include coordinating appointments and meetings, issuing meeting notifications, organizing catering services, making travel arrangements, and managing the Director of Nursing’s calendar.

Mail and Document Management

• The Administrative Assistant manages the distribution of all incoming and outgoing mail, screening and responding as necessary. This includes assembling attachments and corresponding materials, and reviewing outgoing items for completeness, correct dates, and required signatures.

PowerPoint Presentation Duties

• The Administrative Assistant holds a vital position in developing PowerPoint presentations that convey information visually with clarity and impact. This role encompasses designing, refining, and enhancing slides to ensure each presentation is both informative and visually cohesive. Demonstrated expertise in graphic design and data visualization is essential, as the role requires creating and formatting charts and graphs that accurately depict data. The Administrative Assistant consistently upholds brand standards across all visuals, ensuring a polished, unified look. Additionally, meticulous attention is given to ensuring clear messaging, correct formatting, and the construction of engaging layouts appropriate for diverse audiences. These practices collectively guarantee that presentations are not only visually compelling but also communicate information with maximum effectiveness.

Care Center Work Order Duties

• The Administrative Assistant handles the submission and tracking of Care Center work orders. This role involves requesting maintenance, repairs, or other necessary services for the facility. The process starts with accurately completing work order forms that include all relevant information, then submitting them through the proper channels. Once a work order is submitted, the Administrative Assistant monitors its progress, keeps staff informed as needed, and ensures that all follow-up actions are addressed until the task is completed. Strong attention to detail and clear communication help ensure efficient processing and prompt fulfillment of the Care Center's needs.

General Responsibilities

• All assigned responsibilities, duties, and tasks are carried out safely and in line with established practices, procedures, techniques, and standards, with little supervision. The Administrative Assistant also takes on additional duties as needed.

Minimum Level of Education: Education level equivalent to High School Diploma required, Collegiate or vocational training preferred. 

Formal Training: Exhibits exemplary organizational, time management, and multitasking skills. Demonstrates outstanding written and verbal communication abilities, complemented by professionalism, discretion, and sound judgment. Perform effectively under pressure while managing multiple responsibilities concurrently. Advanced computer proficiency is required, including expert-level experience with Microsoft Excel for data creation and report customization; Microsoft Word for document production with accurate grammar and spelling; and Microsoft PowerPoint and Microsoft Outlook for scheduling and task tracking.

Licensure, Certification, Registration: None Required

Work Experience: A minimum of two years’ experience in an administrative, office assistant, or secretarial capacity is required. Demonstrated familiarity with long-term care settings and staff scheduling is highly preferred; alternatively, an equivalent combination of education and relevant experience will be considered.   

Computer Skills: Advanced proficiency in computers is required to meet both the operational and strategic demands of the Director of Nursing at the Care Center. Candidates should be skilled in Microsoft Office Suite, including creating datasets and custom reports in Excel, as well as proficient in Word, PowerPoint, and Outlook.