Application deadline is November 5, 2025 at 5:00 PM EST. Applicants will not be contacted until after this date.
GENERAL PURPOSE
The Nursing Administrative Assistant position is responsible for performing advanced secretarial support to Nursing Administration. This position requires a high level of independent action, advanced knowledge of office administration, and superior customer service skills. An individual in this position will maintain the highest level of professionalism in communication and behavior with co-workers, residents, and the general public.
SUPERVISION RECEIVED
A position in this class reports directly to the Assistant Director of Nursing and Director of Nursing.
SUPERVISION EXERCISED
This position is not responsible for the supervision of other employees.
ESSENTIAL DUTIES OF THE POSITION
Demonstrates superior customer service skills. Greets visitors in a professional, friendly, and hospitable manner. Answers routine questions from employees, residents, and the general public, or directs to appropriate staff when necessary.
Exhibits professional business casual dress in keeping with the dress code.
Interacts with County employees, residents, family members, and other individuals both within and outside of Gracedale Nursing Home on a regular basis to assist with the completion of general informational requests, or directs to appropriate staff in order to provide the highest level of customer service.
Manages correspondence for the Assistant Director of Nursing and Director of Nursing. Composes letters, memos, reports, and other written communication as requested.
Creates and maintains spreadsheets with accuracy and attention to detail.
Manages calendars and coordinates meetings for Nursing Administration. Makes arrangements for scheduled meetings. Prepares materials and communications. Maintains and updates contact information for attendees.
Attends scheduled meetings as assigned. Takes meeting minutes as required.
Prepares interview packets and compiles documentation required to approve nursing personnel for employment. Completes transmittals and returns to Human Resources.
Submits service desk requests to Information Services as needed.
Maintains spreadsheet of Per Diem employees for compliance.
Determines the extent and efficiency of existing office procedures and workflow. Recommends changes in processing, order of work accomplishment, nature and/or extent of verifications, and similar office workload activities. Works with management, technical and/or other clerical personnel to improve timeliness, completeness, and effectiveness of work accomplishment.
Assists with addressing staffing needs and vacation scheduling of Nursing personnel.
May assign work to other clerical staff with approval. As necessary, fills in for other Nursing clerical staff.
Establishes and maintains filing systems including database, paper files, and logs.
Coordinates communications and generates data during the Department of Health annual survey. Assists during all steps of the annual survey process.
Manages special projects as assigned.
*An employee assigned to this title shall perform a majority, but may not perform all, of the duties listed in this job description. Conversely, minor level duties performed on the job may not be listed. The duties listed above are intended only as illustrations of the various @types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
REQUIRED MINIMUM QUALIFICATIONS
EDUCATION & EXPERIENCE - Possession of a high school diploma or equivalent; AND
At least two (2) years of advanced clerical work experience in an office environment, with proficiency in Word and Excel; AND
Must complete Feeding Program training.
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of computers and computer software, with ability to apply this aptitude in word processing, Excel spreadsheet development, and Word document merges.
Thorough knowledge of proper records management, retention of records, and cataloguing of files.
Excellent problem-solving skills with the ability to envision and deliver innovative solutions.
Excellent communication and interpersonal skills with ability to listen effectively, respond appropriately, and maintain mutual comfort level while relating to a diverse workforce.
Possesses a high energy level as well as an ability to multitask, establish priorities, and work independently.
Ability to learn new technology quickly and to adapt work methods accordingly.
Ability to maintain confidential and sensitive information.
Ability to establish credibility and be decisive.
Ability to prepare and analyze comprehensive reports and carry out assignments.
Ability to communicate professionally and effectively verbally, and proficiently in writing with various employees, supervisors and managers, residents, other agencies, and the general public.
Ability to establish and maintain effective working relationships with employees, supervisors and managers, residents, other agencies, and the general public.
Ability to handle stressful situations.
Ability to read, write, speak, understand, or communicate in English to perform the duties of this position.
TOOLS AND EQUIPMENT
Telephone, personal computer (including word processing, spreadsheet and other specialized software), calculator, fax machine, and copy machine.
PHYSICAL DEMANDS
While performing the duties of this job, the employee is frequently required to walk, sit, talk, or hear.
The employee must occasionally lift and/or move up to twenty-five (25) pounds.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
The noise level in the work environment ranges from quiet to moderately noisy.
This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
SELECTION GUIDELINES
Formal application, rating of education and experience, interview, and reference check as well as job related tests may be required.
The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
FLSA STATUS: FLSA NON-EXEMPT (ELIGIBLE FOR OVERTIME)
DESIGNA
