SHERIDAN MEMORIAL HOSPITAL
At Sheridan Memorial Hospital, we proudly rank in the top 13.6% of U.S. hospitals, recognized by the Centers for Medicare and Medicaid Services. With over 850 dedicated employees and 100+ expert providers across 25 specialties, we are committed to exceptional, patient-centered care. Set in northern Wyoming's stunning Big Horn Mountain foothills, Sheridan offers outdoor adventure and community charm. Our hospital combines cutting-edge technology with a collaborative, innovative culture. Join a team that values your skills, fosters growth, and empowers you to impact lives meaningfully. Apply today and be part of Sheridan Memorial Hospital's mission of excellence!
JOB SUMMARY
The Administrative Coordinator plays a vital role in supporting the daily operations of our long-term care facility by managing administrative processes, staff scheduling, compliance reporting, and supply coordination. This position requires close collaboration with the Director of Nursing (DON), Administrator, and key team members to ensure efficient facility operations, staff productivity, and regulatory compliance. Additionally, this role is responsible for coordinating the facility schedule, including elder appointments and service coordination, as well as handling front desk responsibilities, answering phones, greeting the public, and managing internal and external communications.
ESSENTIAL DUTIES / RESPONSIBILITIES
Front Desk & Communication Coordination:
Answer and direct incoming phone calls, providing information and assistance as needed.
Greet and assist visitors, family members, and vendors, ensuring a welcoming and professional environment.
Coordinate internal and external communications, including emails, memos, and announcements to staff and residents.
Manage incoming and outgoing mail, faxes, and deliveries, ensuring timely distribution.
Serve as a liaison between departments, residents, families, and external partners to facilitate smooth communication and information flow.
Facility Scheduling & Elder Appointment Coordination:
Coordinate and manage the facility schedule, ensuring smooth operations and appropriate staffing levels.
Schedule and track elder appointments, including medical, therapy, and specialist visits, in collaboration with nursing and care teams.
Work closely with nurses, therapists, transportation services, and families to ensure elders receive necessary care and services.
Communicate schedule updates and changes with relevant departments to avoid conflicts and ensure seamless care delivery.
Staff Scheduling & Timekeeping:
Work closely with the Director of Nursing (DON) to create and manage staff schedules, ensuring adequate coverage while adhering to labor laws and facility needs.
Monitor and adjust schedules to accommodate call-offs, overtime, and shift changes.
Track and manage employee timecards, ensuring accuracy in payroll processing.
Address and resolve any timekeeping discrepancies in coordination with payroll and human resources.
Hiring, Training & Onboarding Support:
Assist with the recruitment, hiring, and onboarding of new employees, including processing pre-employment paperwork and coordinating orientation sessions.
Support new hire training, ensuring all employees receive necessary information related to facility policies, procedures, and regulatory requirements.
Maintain employee records related to training completion, certifications, and licensure compliance.
Work closely with the Administrator and DON to ensure staffing needs align with facility goals and regulatory requirements.
Regulatory & Compliance Reporting:
Assist with CMS (Centers for Medicare & Medicaid Services) reporting, including Payroll-Based Journaling (PBJ) to ensure compliance with staffing and payroll regulations.
Monitor and access CMS systems to provide reports related to Quality Measures and Five-Star Rating data, assisting the leadership team in performance evaluation and improvement planning.
Work in collaboration with the Administrator to analyze compliance data and implement improvements based on findings.
Stay updated on regulatory changes and assist in ensuring facility compliance with CMS requirements and other applicable regulations.
Supply Management & Coordination:
Manage and maintain inventory of facility supplies, ensuring necessary medical, administrative, and operational supplies are available.
Work closely with the supply chain department on the main campus to coordinate orders, deliveries, and budget management for supplies.
Monitor supply usage and implement cost-effective purchasing strategies while maintaining quality standards.
Keep the Administrator informed about supply levels, purchasing needs, and budget considerations.
POSITION QUALIFICATIONS
Minimum of High School Diploma or High School Equivlent, required
Prior experience in healthcare administration, long-term care, or a related field preferred.
Strong understanding of staff scheduling, facility scheduling, payroll systems, and compliance reporting in a healthcare setting.
Experience coordinating elder appointments and services within a long-term care or healthcare facility is highly preferred.
Familiarity with CMS reporting, Payroll-Based Journaling (PBJ), and Five-Star Rating data is a plus.
Proficiency in Microsoft Office (Excel, Word, Outlook) and facility-specific scheduling/timekeeping software.
Excellent customer service, communication, and interpersonal skills to interact with residents, families, staff, and visitors.
Strong organizational and problem-solving skills, with the ability to multitask in a fast-paced environment.
Strong collaboration skills to effectively work with the Administrator, DON, clinical teams, and other leadership team members.
Central Registry, required.
Specific demands not listed: Possible exposure to blood and or body fluids / infectious disease / hazardous waste requiring the use of Personal Protective Equipment. Exposure to odorous chemicals / specimens and Latex products.
Pre-employment drug and alcohol screening is required.
Sheridan Memorial Hospital is an equal opportunity/Affirmative Action employer and gives consideration for employment to qualified applicants without regard to race, color, religion, age, sex, national origin, disability or protected veteran status. If you would like more information about your EEO rights as an applicant under the law, please click here (http://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf) .
