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Administrative Assistant

3 months ago

Brooklyn, United States Palm Gardens Center for Nursing and Rehabilitation Full time

**Position Summary**:
Must fulfill the goals and objectives of Administration with regards to resident rights, care and the general working philosophy of the Administration Department. Serve and assist in the operational excellence of the department and the facility and reflect professionally the mission statement of Palm Gardens Nursing Home.

**Position Reports to**: Administrator

**Position Description**:
Provides secretarial support for Administration. Coordinates and oversees the daily operation and function of the office. Establish, manages and performs all secretarial/office duties needed to assist Administrator. Insure smooth and efficient operation of the office.

**Duties and Responsibilities**:

- Establish, maintain and insure efficient operation of Administration office and its functions._

< Manage daily operations workflow.

< Maintain the Administrative Office in a professional manner; keep office area neat, orderly and professional in appearance and function.

< Keep administrative staff informed of all communications and information directed to them; prioritizes urgent correspondence and calls.

< Assist Administration in preparation of needed reports, documents and correspondence for the NYSDOH and other regulatory agencies.

< Collect data and other information from varied sources as required by Administration.

< Acts as liaison between Department Heads and Administration.

< Make and confirm appointments for Administrative staff.

< Schedule and notify Department Heads and other staff of meetings.

< Maintain and distribute Physician Weekend and Administrative Sunday Coverage Schedules.

< Coordinate and insure support services and appropriate set-ups for meetings, seminars and special events (i.e., catering, housekeeping, furniture etc.) as needed.

< Inventory, order and insure sufficient stock of office supplies.

< Maintain copiers, fax machines and other office equipment as needed.

< Coordinate conference and travel arrangement for Administrative staff.

< Review and forward bills, invoices and check requests to Fiscal.

< Completes special projects as directed by the Administration, Director of Nursing Services, and Medical Director.

**Manage Departmental communications.**

< Manage telephone calls in supportive, reassuring and professional manner. In all interactions, foster and promote good public relations on behalf of the facility.

< Determine nature of incoming calls and correspondence and directs to proper party. Expedite all urgent inquiries and route same through appropriate channels.

< Record messages as needed when party is unavailable.

< Direct general inquiries for residents, family, vendors, consultants, etc. to individuals/departments as appropriate.

< Sort and distribute all incoming/outgoing mail, express packages etc.

**Responsible for the generation, compilation, and maintenance of reports, letters, documents and correspondence.**

< Manage all word processing of reports, correspondence and other documents/materials.

< Maintains files of correspondence, documents and other materials in an organized, systemized manner.

< Maintain needed Department of Health survey forms, schedules and preparation material; track and insure appropriate turn around for response; advise Administrative staff of same.

< Prepare reports and other documents of internal/external distribution; photocopy and assemble materials as needed.

< Take dictation and perform transcription work.

< Type and edit letters and other correspondence. Perform proof reading, insure proper form, spelling, grammar and other quality checks.

< Coordinate and prepare agenda/minutes of Department Head Staff and other meeting as required.

< Receive, sort and route internal correspondence including inter-office memos, scanning and photocopy correspondence.

< Answers routine correspondence on own initiative.

**Participate in and adhere to employee health, safety and security programs and activities.**

< Conduct all activities within established safety, security and infection control procedures and guidelines.

< Operate equipment and machinery in accordance with manufacturer directions and Palm Gardens procedures.

< Receive annual physical including appropriate screening for tuberculosis.

< Correct unsafe or hazardous condition encountered, if unable to correct, report condition to immediate Supervisor upon discovery.

< Respond to fire/disaster drills and emergencies.

< Report all accident and incidents to Supervisor immediately upon occurrence.

< Observe and respond to all standing Palm Gardens security precautions, devices and alerts as they pertain to work and common area.

< Cooperate with investigations regarding employee health, safety programs and security programs.

**Participate in mandatory in-service and job training programs.**

< Attend mandatory in-service, annually.

< Attend in-service, workshops and seminars to further professional development.

**Job Conduct**:
< Ability to c