Administrative Assistant

Job Summary

The Administrative Assistant works alongside the Administrator to support the daily operations of The Willows Adult Home, a New York State Department of Health-regulated facility. Responsibilities include office administration, resident services coordination, medication ordering, human resources, payroll, financial recordkeeping, staff scheduling, and regulatory documentation.

This position requires strong organizational skills, sound judgment, confidentiality, and the ability to work independently. The Administrative Assistant will also provide designated backup and on-call support to the Administrator as needed, within the employee’s qualifications and authorized responsibilities.

Key Responsibilities

1. Administrative and Facility Operations

• Assist with daily facility operations and maintain organized office systems, records, and required documentation.
• Maintain policies, procedures, forms, logs, and business records as assigned.
• Communicate with residents, families, staff, healthcare providers, vendors, and community partners.
• Assist with purchasing, supplies, maintenance coordination, insurance records, and licensing documentation.
• Track deadlines, appointments, and outstanding tasks.

2. Resident Services and Care Coordination

• Assist with resident admissions, transfers, discharges, and service coordination.
• Communicate with families, physicians, and pharmacies.
• Maintain accurate resident records and report changes in residents’ condition or well-being to the Administrator and appropriate healthcare professionals.
• Help address resident and family concerns while protecting residents’ rights, dignity, and privacy.
• Assist with emergencies and urgent situations.

3. Medication Ordering and Pharmacy Coordination

• Coordinate weekly medication orders, refills, and pharmacy deliveries according to facility procedures.
• Monitor medication supplies and follow up on delayed, missing, or discontinued medications.
• Maintain accurate medication-related records and communicate medication orders or changes to appropriate staff.
• Perform medication-related duties only as permitted by facility policies, training, qualifications, and applicable regulations.

4. Human Resources and Staffing

• Assist with employee onboarding, orientation, personnel files, and required training records.
• Help coordinate staff schedules, shift coverage, attendance, timecards, and payroll preparation.
• Monitor training and certification deadlines and communicate staffing concerns to the Administrator.
• Maintain confidentiality of employee information.

5. Financial and Business Office

• Assist with accounting, billing, payroll preparation, and maintaining accurate financial records.
• Use QuickBooks, Microsoft Excel, and other office software as needed.
• Obtain appropriate authorization before making changes to resident fees, wages, purchasing arrangements, or other significant financial matters.

6. Administrator Backup and On-Call Support

• Serve as a designated backup contact when the Administrator is unavailable.
• Assist with urgent staffing needs, operational concerns, and after-hours issues as assigned.
• Communicate significant incidents, emergencies, and regulatory concerns to the appropriate authority.
• Assume delegated administrative responsibilities when appropriately qualified and authorized.

Qualifications and Requirements

• Education/Experience: An associate’s or bachelor’s degree in Business Administration, Healthcare Administration, Medical Administration, or a related field, OR 2–5 years of relevant work experience in healthcare administration, office management, human resources, accounting, or a comparable setting.
• Healthcare, senior care, or regulated-facility experience preferred.
• Strong organizational, communication, problem-solving, and time-management skills.
• Ability to work independently, exercise sound judgment, and maintain confidentiality.
• Proficiency in Microsoft Office, particularly Excel; QuickBooks, payroll, and accounting experience preferred.
• Ability to communicate professionally and compassionately with residents, families, staff, and healthcare providers.
• Willingness to provide on-call and backup support as assigned.
• Ability to meet applicable employment, background-check, and other position requirements.

Pay: From $24.00 per hour

Expected hours: 10.0 – 20.0 per week

Benefits:

• 401(k)
• Flexible schedule

Application Question(s):

• Are you willing and able to be on-call?

Experience:

• Medical administrative support: 2 years (Required)

Shift availability:

• Day Shift (Required)

Ability to Commute:

• Medina, NY 14103 (Required)

Work Location: In person