Administrative Nursing Assistant

Description
Job Summary:
Provide comprehensive administrative and operational support to the Director of Nursing and the nursing department. This position is responsible for coordinating payroll and scheduling functions, maintaining accurate resident and employee records, updating face sheets and care plans, and supporting regulatory compliance. The role also ensures timely follow-through on departmental assignments, promotes efficient workflow, and contributes to the delivery of organized, high-quality resident care services.

Responsibilities:
Uphold Mission, Philosophies and Values.
Scheduling and Staffing
· Prepare and post department schedules in a timely manner.
· Communicate staffing needs to the Director of Nursing to support recruitment and job postings.
· Meet with the Director of Nursing daily to provide task updates, review the day’s schedule, and receive additional assignments.
Records and Documentation
· Maintain accurate and current resident and employee records in compliance with HIPAA requirements and confidentiality standards. Communicate with nursing staff regarding upcoming license renewals, background checks, food handler cards, CPR certifications, CEUs, and other required credentials to help maintain departmental compliance.
· Enter and update resident charts in Eldermark completely and accurately for move-ins and ongoing changes as directed by the Director of Nursing, Executive Director, or licensed nursing staff.
· Avoid discussions that compromise resident confidentiality or involve inappropriate or controversial topics.
Resident Support and Communication
· Communicate changes in a resident’s physical or emotional condition, as well as relevant family concerns, to the Director of Nursing, Resident Care Coordinator, nurse on duty, or Executive Director when appropriate.
· Assist with resident activities as assigned, including schedule adjustments when required by the activity date or time.
· Support nursing staff and Concierge services by escorting residents to appointments as needed.
Safety and Infection Control
· Follow Universal Precautions and proper body mechanics to promote sanitation, safety, and infection control for residents and staff.
Timekeeping and Payroll Administration
· Review timekeeping reports daily and follow up with employees regarding missing punches or required corrections.
· Enter approved punch corrections, process time-off requests, and maintain daily payroll-related updates.
· Verify that employee cost centers align with scheduled shifts and confirm payroll accuracy before approval on payroll processing days.
· Assist the Director of Nursing with records related to punch corrections, time off, and sick leave.
Emergency Response and Safety
· Respond promptly and appropriately to resident emergencies.
· Maintain equipment in a clean, safe, and functional condition.
· Report unusual incidents promptly to the Director of Nursing, LPN, Resident Care Coordinator, Manager on Duty, or Executive Director/General Manager.
Professional Conduct and Service
· Maintain a positive, professional, and service-oriented attitude.
· Present a professional appearance in accordance with the uniform policy.
· Demonstrate a caring and professional approach when interacting with residents, families, staff, visitors, vendors, and the general public.
· Participate in meetings as required by management, including daily stand-up meetings.
· Assist with special events and other department activities as needed.
General Duties
· Perform other duties as assigned by the Director of Nursing, Business Office Manager, Executive Director, or Manager on Duty.
Requirements
Qualifications:
Education and Experience
· High school diploma or equivalent required.
· Experience working with older adults and/or in personal care is preferred.
· N.A.C. license preferred.
Knowledge, Skills, and Abilities
· Ability to read, write, and speak English effectively.
· Strong oral, written, and telephone communication skills.
· Proficiency in Microsoft Office and electronic medical or health record systems.
· Strong organizational skills, attention to detail, and dependability.
Physical Requirements
· Ability to lift up to 50 pounds without assistance.
Certifications and Compliance
· Obtain and maintain current First Aid/CPR certification.
· Meet all requirements established by state regulations and other applicable governing agencies.
· Maintain a current Food Handler permit.
· Demonstrate the ability to maintain confidentiality and comply with HIPAA requirements.