Nursing Admin Assistant Coordinator

Dogwood Village of Orange County•Orange, VA

2d•$21 - $27

About The Position

The Nursing Administrative Assistant Coordinator provides support across Admissions, Social Services, and Human Resources to promote efficient operations, regulatory compliance, and a positive resident and family experience. The role provides backup coverage for Admissions during staff absences, supports Social Services with care coordination and documentation, and assists Human Resources with recruitment and onboarding. It requires strong organization, attention to detail, professionalism, and the ability to manage multiple priorities in a fast-paced healthcare environment.

Requirements

High school diploma required.
Proficiency in Microsoft Office, including Word, Excel, and Outlook.
Strong communication, organizational, and multitasking skills.
Ability to handle confidential information with professionalism and discretion.
Ability to stand, walk, sit, stoop, bend, and reach for extended periods.
Ability to lift up to 10 pounds frequently and up to 25 pounds occasionally.
Manual dexterity to grasp, carry, and hold equipment and supplies as needed.
Ability to see, hear, and verbally communicate with residents, visitors, staff members, and other contacts.

Nice To Haves

Associate’s or Bachelor’s degree.
Prior experience in healthcare, long-term care, or senior living.
Experience with administrative support, admissions, social services, or HR functions.
Experience with electronic health records such as PointClickCare.

Responsibilities

Provide coverage for Admissions during planned and unplanned staff absences.
Respond to inquiries from hospitals, families, and referral sources.
Assist with intake by gathering required documentation.
Coordinate communication between referral sources and the interdisciplinary team.
Follow up on pending admissions and maintain accurate admissions activity tracking logs.
Pull and submit documentation for Home Health referrals.
Coordinate and schedule follow-up Primary Care Provider appointments and notify the Social Worker of updates.
Fax or electronically transmit updated medical records to PCP offices.
Retrieve and process insurance updates by faxing or uploading them into the system.
Conduct weekly follow-up calls with residents and families, maintain a tracking log, and report findings to Social Services for documentation.
Pull and upload required documentation for insurance appeals.
Obtain signatures for room change documentation.
Complete and distribute Missing Items Reports.
Provide weekly discharge updates to the Ombudsman.
Assist with scheduling care plan meetings, including sending invitations to families or responsible parties and coordinating resident transportation.
Prepare and distribute monthly summaries of Long-Term Care surveys and discharge satisfaction surveys.
Maintain organized electronic and paper filing systems and handle mailing and document distribution.
Assist with recruitment by posting job openings, screening applicants, and scheduling interviews.
Support onboarding processes for new hires, including paperwork, coordination, and tracking.
Maintain applicant tracking logs and recruitment metrics.
Assist with employee file management and compliance documentation.
Support the HR team with general administrative tasks and provide backup for the HR Generalist if needed.