Nursing Admin Assistant Coordinator (4454)

Position Summary

The Nursing Administrative Assistant Coordinator provides multi-departmental support across Admissions, Social Services, and Human Resources to ensure efficient operations, regulatory compliance, and exceptional resident and family experience.

This role serves as a key backup to the Admissions department during staff absences, supports Social Services with care coordination and documentation, and assists Human Resources with recruitment and onboarding activities.

This position requires strong organizational skills, attention to detail, professionalism, and the ability to manage multiple priorities in a fast-paced healthcare environment.

Key Responsibilities

Admissions

• Provide full coverage for Admissions during planned and unplanned absences
• Respond to inquiries from hospitals, families, and referral sources
• Assist with intake process, including gathering required documentation
• Coordinate communication between referral sources and interdisciplinary team
• Ensure timely follow-up on pending admissions
• Maintain accurate tracking logs for admissions activity

Social Services

• Pull and submit documentation for Home Health referrals
• Coordinate and schedule follow-up Primary Care Provider (PCP) appointments; notify Social Worker of updates
• Fax or electronically transmit updated medical records to PCP offices
• Retrieve and process insurance updates (fax/upload into system)
• Conduct weekly follow-up calls with residents/families; maintain tracking log and report findings to Social Services for documentation
• Pull and upload required documentation for insurance appeals
• Obtain signatures for room change documentation
• Complete and distribute Missing Items Reports
• Provide weekly discharge updates to the Ombudsman
• Assist with scheduling care plan meetings, including:
  • Sending invitations to families/responsible parties
  • Coordinating resident transportation to meetings
• Prepare and distribute monthly summaries of:
  • Long-Term Care (LTC) surveys
  • Discharge satisfaction surveys
• Maintain organized filing systems (electronic and paper)
• Handle mailing and document distribution as needed

3. Human Resources & Recruitment

• Assist with recruitment efforts, including:
  • Posting job openings
  • Screening applicants
  • Scheduling interviews
• Support onboarding processes for new hires (paperwork, coordination, tracking)
• Maintain applicant tracking logs and recruitment metrics
• Assist with employee file management and compliance documentation
• Support HR team with general administrative tasks as needed
• Backup for HR Generalist if needed

Qualifications

• High school diploma required; Associate’s or Bachelor’s degree preferred
• Prior experience in healthcare, long-term care, or senior living preferred
• Experience with administrative support, admissions, social services, or HR functions highly desirable
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Experience with electronic health records (e.g., PointClickCare) preferred
• Strong communication, organization, and multitasking skills
• Ability to handle confidential information with professionalism and discretion

PHYSICAL DEMANDS AND REQUIREMENTS

• Ability to stand, walk, sit, stoop, bend, and reach for extended periods.
• Ability to lift up to 10 pounds frequently (up to 66% of the time spent in performance of duties), and up to 25 pounds occasionally (up to 33% of time spent in performance of duties).
• Manual dexterity that allows grasping, carrying, and holding equipment and supplies as needed to perform tasks.
• Ability to see, hear, and verbally communicate with residents, visitors, staff members, and other contacts during performance of duties.

DISCLAIMER

The above listing is a brief summary of the nature and scope of duties and is not intended to be a comprehensive listing of all tasks and responsibilities of the position described.  The Facility Administration reserves the right to add, change, delete, or otherwise modify this description, including Essential Functions, at its sole discretion without further permission or authority required.