Administrative Coordinator

Located in the heart of the community of Washington Heights in Northern Manhattan is a 705-bed rehabilitation and nursing care facility with a mission to provide quality care through diverse programs and services designed to support health and independence to individuals needing short-stay or long term inpatient care.

• Manages calendars and independently schedules appointments and meetings.
• Prepares minutes, agendas, etc. for Administrative meetings and Administrative memorandums upon direction.
• Assists with editing and formatting policies.  Receives approved policies and procedures, distributes to all departments, adds to next department head agenda, and maintains both on computer drive and Administrative library.
• Receives and screens incoming calls and correspondence and responds independently when possible and appropriate.  Represents the office of Administration in a professional manner both orally and in writing.
• Receives family member complaints presented to the Administrative office and communicates with Administrative staff and appropriate departments.
• Establishes and maintains documents and records in an appropriate filing system, including electronic files.  Manages petty cash distribution, processes invoices for payments and prepares check requests.
• Manages the intake, tracking and distribution of resident valuables held for safekeeping.
• Prepare and file legal documents, contracts and other Administrative documents.
• Distributes mail within the Administrative office.
• Collaborates with corporate services resources such as Human Resources, Compliance, Legal, Finance, Information Services, Marketing, etc., as appropriate.
• Provides relief/coverage in the absence of the Executive Assistant.
• Prepares and maintains all documents and binders required for all regulatory surveys. Assists the administrator during DOH survey to provide all deliverables timely. Maintains copies and records of materials provided during surveys.
• Maintains time and attendance records for all Administration Leadership and their Direct Reports.
• Assists with data collection and spreadsheet completion for daily mandatory reporting.
• Creates and maintains various basic databases and spreadsheet files (department head phone directory, vaccination tracking, budget tracking) as assigned.
• Maintains inventory of office supplies for Administrative office.
• Coordinates planning of special events, programs, or conferences by securing appropriate arrangements (e.g. invitations, caterers, location) through the use of established vendors and venues.
• Arranges travel plans, compiles documents for travel related meetings, and accompanies Administrator when requested

• High School Diploma or equivalent required.
• Minimum three (3) years experience as an Office Assistant/Secretary required, 1 or more of those years in a health care setting preferred.
• Excellent computer and keyboarding skills.  Proficient in Word and Excel.  Power Point skills strongly desired.
• Organization and office management skills
• Ability to recognize and secure confidential matters
• Excellent communication skills
• Type a minimum of 50 words per minute