Administrative Assistant

ArchCare•New York, NY

5h•Onsite

About The Position

This role provides essential administrative support to the Executive Director and various departments within a healthcare facility. The Administrative Assistant is responsible for managing schedules, communications, documentation, and ensuring smooth daily operations. Key duties include preparing for meetings, managing supplies, maintaining records, tracking compliance, and handling sensitive information with confidentiality. The position also involves direct interaction with visitors, families, and regulators.

Requirements

Minimum 2-3 years in healthcare administrative support

Nice To Haves

Associate or Bachelor’s degree preferred.

Responsibilities

Schedule meetings, site visits, and conferences for the Executive Director.
Screen phone calls, sort emails, and prioritize urgent clinical or operational issues.
Write official letters, memos, meeting minutes, and facility-wide announcements.
Track action items from Nursing, Therapy, Social Services, Recreation, Finance, Admission, Facilities Management, HR, Security and Dietary teams.
Prepare agendas and materials for Quality Assurance (QA) and department head meetings.
Order and track administrative supplies within budget limits.
Organize digital and physical filing systems for easy retrieval.
Track compliance: Monitor licenses, certifications, and mandatory staff training deadlines.
Audit preparation: Organize required documentation for state health department inspections and surveys.
Handle sensitive data: Maintain strict confidentiality regarding resident health records and payroll data.
Process billing paperwork: Assist with vendor contracts, invoices, and expense tracking.
Greet visitors: Welcome families, state regulators, and medical professionals warmly.
Direct family grievances to the appropriate department head immediately.
Help distribute family intake packets during peak admission periods.