Administrative Assistant (Full-time)

Quantum Rehab and Nursing•Middle Island, NY

3d•Onsite

About The Position

Quantum Rehab & Nursing is seeking an experienced, positive, polished, professional, and personable Administrative Assistant to manage office operations, supervise staff, and support upper management. The role is an integral part of the healthcare facility team and requires multitasking, resourcefulness, problem-solving, organization, and timely completion of work. The Administrative Assistant supports the Administrator and facility operations, maintains effective communication with facility departments and external contacts, and completes responsibilities accurately and in accordance with facility policies and procedures.

Requirements

Experience as an Administrative Assistant.
Proficiency in Microsoft Outlook, Excel, Word, PowerPoint, and Teams.
Experience with onboarding staffing agency employees, 1099 contractors, and facility employees.
Excellent written and verbal communication skills.
Strong organization, accuracy, and attention to detail.
Ability to prioritize tasks, manage competing responsibilities, and meet deadlines.
Sound judgment, professionalism, discretion, and confidentiality when handling sensitive information.
Ability to work independently while supporting the Administrator and facility operations.

Responsibilities

Manage office operations, supervise staff, and handle duties for upper management.
Use Microsoft Outlook, Excel, Word, PowerPoint, and Teams.
Coordinate onboarding for staffing agency employees, contractors (1099), and facility employees.
Conduct and coordinate background checks; collect and verify state-mandated documentation and professional licensures; complete and verify Form I-9 employment eligibility documentation; and coordinate new-hire orientation.
Maintain accurate records of patient funds, track facility expense reports and receipts, and review, organize, and record financial documentation.
Scan approved invoices and submit them to Accounts Payable; process and mail designated correspondence and documentation to the Corporate Office; and handle and distribute live employee checks according to facility procedures.
Manage front desk reception and maintain a professional, welcoming environment.
Schedule and coordinate staffing shifts and complete payroll responsibilities accurately and by established deadlines.
Respond to incoming calls and inquiries from vendors, employees, families, and residents; organize and distribute facility mail; and provide customer service to residents, families, employees, vendors, and visitors.
Order facility supplies and maintain inventory.
Manage employee Disability, FMLA, and paid Family Leave claims and related documentation.
Schedule meetings, webinars, and appointments for the Administrator, and assist with administrative tasks, projects, and other assigned duties.
Coordinate the ordering, tracking, and distribution of computer equipment and related technology; respond to and assist with staff IT inquiries and concerns.
Address concerns and coordinate resolution of issues raised by employees, families, and residents.
Apply a basic understanding of applicable DOH, OMIG, and CMS compliance requirements.
Maintain effective communication and collaboration with facility departments, employees, residents, families, vendors, and Corporate Office personnel.
Complete assigned responsibilities accurately and on time, in accordance with facility policies and procedures.
Perform other duties and responsibilities reasonably assigned by the Administrator in support of facility operations.