Administrative Assistant

Job Description

Health Advocates Network is currently seeking a Nursing Office Assistant to work at a facility in Jamaica, NY. These are registry positions with our company.

Pay Rate: $21 / hour
*W2

Shift details:

• Monday- Friday 7:30am - 4:00pm
• Monday- Friday 8:30 AM - 5:00 PM
• Monday- Friday 8:00 AM - 4:00 PM

1. Computer & Technology Skills (CRITICAL)

A Nursing Office Secretary / Staffing Coordinator must be highly computer-literate and comfortable with multiple systems can work interchangeable cooperatively in the Nursing office.

Required Computer Skills:
• Proficient use of desktop and laptop computers
• Ability to multitask across multiple software platforms
• Fast and accurate data entry

Microsoft Office Skills:
• Microsoft Outlook

o Professional email communication

o Calendar and meeting management
• Microsoft Word

o Creating memos, reports, policies, and correspondence
• Microsoft Excel (ESSENTIAL)

o Creating and updating staffing spreadsheets

o Using formulas (SUM, IF, COUNT)

o Sorting and filtering data

o Tracking:

§ Staffing levels

§ Call-outs

§ Overtime

§ Agency usage

§ Vacancies

o Generating reports for DON, HR, and Administration

Why this matters: Accurate spreadsheets support staffing compliance and survey readiness (F725, F726).

2. Staffing & Scheduling Skills
• Develop and maintain staffing schedules for all shifts
• Understand RN/LPN/CNA ratios and skill mix
• Adjust schedules based on census and acuity
• Track callouts, replacements, and overtime
• Minimize agency usage when possible
• Maintain and safeguard the Nursing Education/In-Service tracking spreadsheet, ensuring accurate documentation of education provided, dates completed, and staff attendance
• Monitor evaluation timelines and provide reminders to supervisors in coordination with Human Resources when staff evaluations are due
• Assist with scheduling interviews and coordinating appointment logistics for nursing leadership and Human Resources

3. Regulatory & Policy Knowledge
• Basic knowledge of CMS staffing regulations
• Understanding of facility policies and union rules
• Awareness of survey expectations and staffing audits

4. Organizational & Time Management Skills
• Prioritize tasks effectively
• Maintain accurate and up-to-date records
• Meet deadlines consistently
• Handle multiple urgent requests simultaneously

5. Communication & Interpersonal Skills
• Clear, professional verbal and written communication
• Will take minutes for Nursing meetings and report to DON/ADON
• Will monitor schedule meeting for DON / Nursing department
• Ability to interact with nursing staff, leadership, HR, and administration
• Proper escalation of staffing issues to DON/ADON

6. Problem-Solving & Critical Thinking
• Quickly identify staffing gaps
• Propose workable solutions
• Anticipate staffing needs
• Identify patterns and trends in staffing challenges

7. Attention to Detail & Accuracy
• Preventing scheduling errors
• Ensure accurate timekeeping and staffing documentation
• Verify credential and assignment accuracy

8. Confidentiality & Professionalism
• Maintain confidentiality of personnel and staffing information
• Comply with HIPAA and HR confidentiality standards
• Always demonstrate ethical behavior

9. Teamwork & Collaboration
• Work closely with DON, ADON, supervisors, and HR
• Support leadership decisions
• Respect chain of command
• Scan and organize documents; create and maintain secure electronic folders for records in accordance with facility policy and regulatory requirements
• Work collaboratively with Medical Records personnel to ensure resident incident reports are properly safeguarded, scanned, dated, labeled, and readily available for internal review or external investigation

10. Reliability & Stress Management
• Remain calm under pressure
• Handle staffing emergencies professionally
• Dependable and accountable

PREFERRED (BONUS) SKILLS
• Experience with staffing software (eVital, Kronos, or SmartLinx,
• Familiarity with payroll systems
• Previous healthcare or nursing home experience

Note: Will perform duties as assigned by DON/ADON

Benefits:
-Medical
-Dental
-Vision
-Term Life
-Short-Term Disability Coverage
-401K

If interested, please apply through this job post. You may fax a copy of your most recent resume to 877-858-623. If you have any questions, please feel free to call at (800) 928-5561 and ask to speak with Jonathan (Monday-Friday 8:30 AM-5:00 PM PST).

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