Administrative Assistant to Director of Nursing; Care Center

Administrative Assistant to Director of Nursing (Care Center)

Under the general direction of the Director of Nursing (Care Center), the Administrative Assistant provides high-level administrative support to ensure efficient daily office operations and contribute to the Director's strategic goals. This position manages complex calendars, coordinates meetings and travel arrangements, and handles confidential communications. The Administrative Assistant prepares documents and reports and serves as a primary liaison to internal and external stakeholders.

In addition, this role provides advanced administrative, confidential, and technical support to both the Director of Nursing and the Department. As the primary point of contact for the Director of Nursing, the Administrative Assistant assists with staffing vacancies, manages incoming and outgoing mail, prepares correspondence, schedules appointments, takes meeting minutes, prepares PowerPoint presentations, and screens or responds to calls on the Director's behalf.

The Administrative Assistant also supports Care Center Supervisory Staff by tracking licensure, certifications, annual and in‑service training, competency assessments, and other requirements. Responsibilities include maintaining Department spreadsheets and databases, ensuring alignment with JCAHO, federal, state, and local guidelines, and compliance with organizational and departmental policies and procedures.

• The Administrative Assistant upholds the mission, core values, guiding principles, business standards, and administrative procedures of Effingham Health System (EHS). Responsibilities include managing staffing requirements and organizing in‑service training schedules. Working closely with the Care Center Scheduler, this role aims to reduce unnecessary premium pay, such as overtime, through efficient scheduling and accurate timekeeping, and to keep relevant personnel informed about daily staffing coverage as directed.
• The Administrative Assistant is responsible for consistently reviewing and monitoring vacation and time‑off requests, collaborating closely with the Care Center Scheduler to ensure adequate staffing levels are maintained. In instances where sufficient staff cannot be secured or when coverage falls below the established minimum, it is imperative that the Administrative Assistant promptly informs both the Director of Nursing and the Assistant Director of Nursing.
• Working collaboratively with the Director of Nursing and other Care Center administrative personnel, the Administrative Assistant helps facilitate the recruitment and retention of direct hires. The role includes assisting with payroll processing and verifying employees’ hours and shifts worked.
• The Administrative Assistant greets residents’ families, visitors, contractors, students, and employees, responding to inquiries and requests for information, and providing assistance as needed. The role involves monitoring staff compliance with mandatory in‑services, certifications, and validated skills.
• The Administrative Assistant develops and sustains positive working relationships with staff across Effingham Health System to ensure that information is communicated accurately and respectfully, and that instructions involving multiple departments are carried out effectively. This role also handles office and employee records, maintains other relevant files, and manages assigned inventories of office and clinical supplies. Typical clerical responsibilities include sorting, filing, shredding, and copying various documents and files.
• Primary responsibilities include drafting written communications and documents, developing and maintaining departmental forms, preparing meeting minutes, reports, statistical information, and other materials pertinent to the Care Center. Additionally, the Administrative Assistant manages telephone operations, promptly responds to voice and email messages, and oversees the transmission and receipt of faxes.
• The position is responsible for initiating, processing, and monitoring a variety of departmental forms, including purchase orders, personnel requisitions, travel…