Administrative Support Lincoln

Administrative Support, full-time, Lincoln

Job M3

LTC Administration

Full Time - Day

JOB DESCRIPTION
Job Title:
Administrative Support
Job Code: 880257
Immediate Supervisor:
Administrator Skilled Nursing
Status:
Non-Exempt

• Responsible for providing administrative support to Madonna leadership for multiple departments and functions including Madonna Rehabilitation Skilled Nursing (MRSN), the Institutional Review Board (IRB), the Interdisciplinary Clinical Advancement Navigator (ICAN) board, and Mission Services.
• Duties include answering phones, word processing, typing, filing, meeting coordination, calendar management, recording minutes of meetings, data entry, record keeping, mailings, organization and management of special project work, and overall responsibility for organization of administrative support services provided.
• Deals with confidential information on a routine basis, utilizing discretion and independent judgment with same.
• Promotes Madonna mission, philosophy and values.
• Work will be performed in an ethical and legal manner following organizational policies, processes, protocols and procedures.
• Responsible for quality service delivery and internal/external customer relations for Madonna as a whole, including upholding the mission and values for the departments served and the organization.

• Coordinates Nursing Home state licensure process, including but not limited to documentation and licensure communications.
• Coordinates various surveys including the annual MRSN survey process, communications with internal and external parties and the fire marshal surveys record maintenance and communications.
• Monitors state of Nebraska DHHS communications site to communicate to agencies and facilities across the state of Nebraska.
• Provides support to MRSN Administrator for contract maintenance, quality administrative reporting, program evaluation reporting, maintenance of databases, policy management, quarterly and annual reports, financial reports, and budget preparation.
• Telephone answering, screening and handling incoming calls in a friendly and professional manner.
• Schedules in person and virtual meetings including room reservations, catering arrangements, and prepares notices, agendas, materials for distribution
• Attends meetings recording information to produce accurate and timely minutes.
• Operate audiovisual equipment and other technical equipment to assist others in preparing for or recording presentations.
• Interacts and communicates with coworkers, staff, patients and the general public in a professional, respectful, confidential and compassionate manner.
• Prepares graphs, reports, correspondence and projects in a timely manner; reviews output for accuracy including spelling, grammatical correctness and neatness.
• Sorts and distributes department mail to appropriate staff to ensure accurate/efficient information flow.
• Greets and receives employees, family members, patients and customers with courtesy and respect.
• Provides administrative support to the IRB by producing and distributing letters and notices, taking minutes. and memorializing IRB decisions.
• Maintains individual calendars, records and coordinates meetings and appointments.
• Process accounts payable invoices as assigned. Designate appropriate account and general ledger number for payment.
• Provides administrative support to the ICAN board by producing and distributing letters and notices to participants, taking minutes and memorializing board decisions, and maintaining the ICAN database.
• Provides administrative support to Mission Services department by producing and distributing service schedules, thank you letters, and sympathy cards; maintaining database of family information for Annual Memorial Service; coordinating logistics for special services; and assisting with special projects as needed.
• Maintains a clean, organized and safe environment. Handles and operates all necessary equipment and performs required duties according to established safety standards to maintain compliance with regulations and prevent injury.
• Follows instruction from supervisor to perform other functions as assigned to achieve the goals…