Administrative Assistant

The Rehabilitation Administrative Assistant provides administrative and clerical support to the Rehabilitation Department within a skilled nursing facility. This position assists with general office coordination, communication, document organization, and departmental administrative tasks to support efficient daily operations. This role is non-clinical and does not provide patient care services or perform clinical decision-making responsibilities. The ideal candidate is organized, professional, detail-oriented, and able to work effectively in a fast-paced healthcare environment.

Essential Responsibilities:

• Provide general clerical and administrative support to the Rehabilitation Department
• Answer telephones, take messages, and assist with departmental communication
• Prepare routine correspondence, reports, spreadsheets, and administrative documents
• Maintain organized electronic and physical filing systems for departmental records
• Assist with data entry, tracking logs, and non-clinical record maintenance
• Schedule meetings, coordinate calendars, and assist with conference preparation
• Support department communication with residents, families, visitors, vendors, and facility staff
• Monitor and order office supplies and administrative materials as needed
• Assist with onboarding paperwork, orientation scheduling, and administrative follow-up for department personnel
• Prepare meeting minutes and assist with departmental projects and initiatives
• Support audit preparation and document collection as requested
• Coordinate mail distribution, faxing, scanning, copying, and general office functions
• Assist leadership with statistical tracking and preparation of routine reports
• Maintain confidentiality of resident, employee, and organizational information
• Attend meetings or training sessions as requested.

• Facilitates communications to assure orders/consults are completed in a timely manner with other disciplines including:  Physiatrist, Orthopedist, Audiologist, Prosthetist, Orthotist, Speech Therapist.
• Assists therapists in communication with other departments including: Nursing, Social Work, Dieticians.
• Assists in coordinating managed care documentation to assure that paperwork is submitted timely.
• Reviews rehabilitation section of the medical record to check on basic items such as order in the medical record, presence of needed documents, and appropriate signatures.
• Maintains confidentiality of information where applicable.
• Reports all unsafe/hazardous conditions and/or equipment malfunctions or breakdowns to the appropriate supervisor and follows up as directed.
• Assures that work assignment areas are clean and office equipment is properly secured before leaving.
• Adheres to policies and procedures as outlined in departmental safety manuals, employee handbooks, safety manuals and infection control procedures and continuous quality improvement activities.
• Participates in facility-wide in service education and training programs.
• Participates in department quality improvement activities as appropriate.
• Adheres to customer service guidelines including telephone performance. Gives directions and information to all residents, guest, visitors, so that there is a positive, effective and orderly customer relationship.
• Performs other related departmental duties as requested by Rehabilitation Therapists and Director.

MINIMUM QUALIFICATIONS:

• High school diploma or equivalent required
• Associates Degree or equivalent administrative experience
• Microsoft Excel knowledge Required 
• Prior administrative or healthcare office experience preferred
• Excellent organizational and communication skills
• Ability to maintain confidentiality and professionalism
• Strong multitasking and customer service abilities