Administrative Assistant

Gravitas; City of Rochester (NY); On-site; USD 29,000 - 33,000; Full time

Job summary

Gravitas in New York is seeking an organized Administrative Assistant to support our leadership team and ensure smooth office operations within an adult care facility.

You will handle admissions, scheduling, data entry, and records, assist with case management support, coordinate communications, and help ensure compliance with NYS DOH guidelines.

Qualifications

• 1-2 years' experience in Assisted Living Facility.
• High School Education required, but some College is preferred.
• Must be able to follow written and verbal instructions.
• Mental and physical health sufficient to perform job functions.

Responsibilities

• Admissions and acclimating resident to the facility on move in day.
• Assist with filing, scheduling, and data entry.
• Prepare and maintain documents, reports, and resident records.
• Maintain accurate documentation, logs, and progress notes.
• Assist with staff files and internal communications.
• Assist Case Manager in developing, maintaining, and organizing service plans.
• Coordinate appointments, services, and follow‑up communications.
• Transportation of residents to appointments with MAS.
• Liaise with residents, families, providers, and community support resources as directed.
• Maintain awareness of resident needs and help track service timelines and compliance requirements.
• Support care coordination, community outreach, and discharge planning activities as appropriate.
• Help ensure tasks are completed in accordance with NYS DOH adult care guidelines (as applicable).
• Ensure accurate and up-to-date information is entered into the facility’s electronic filing system.
• Record and verify important data to ensure accuracy, completeness, and compliance.
• Investigate incident reports in accordance with facility policies and NYS DOH rules and regulations. Communicate with all parties and contacts.
• Assist with Medicaid recertifications.

Skills

Data entry

Scheduling

Documentation

Clerical support

Communication

Record keeping

Education

High School diploma

Some college coursework

Job description

Administrative Assistant – Adult Care Facility

We are hiring an organized, dependable Administrative Assistant to support our leadership team and ensure efficient office operations.

Job Summary:

The Administrative Assistant supports facility leadership with clerical duties, communications, and scheduling. They ensure smooth administrative operations and maintain records. Including but not limited to supporting Director of Patient Services with care plans, admissions, and program enrollment.

Responsibilities may include but are not limited to:

ADMINISTRATIVE and CLERICAL SUPPORT:

• Admissions and acclimating resident to the facility on move in day

• Assist with filing, scheduling, and data entry.
• Prepare and maintain documents, reports, and resident records.
• Maintain accurate documentation, logs, and progress notes.
• Assist with staff files and internal communications.

RESIDENT SERVICES CASE MANAGEMENT SUPPORT:

• Assist Case Manager in developing, maintaining, and organizing service plans.
• Coordinate appointments, services, and follow‑up communications.
• Transportation of residents to appointments with MAS
• Liaise with residents, families, providers, and community support resources as directed.
• Maintain awareness of resident needs and help track service timelines and compliance requirements.
• Support care coordination, community outreach, and discharge planning activities as appropriate.
• Help ensure tasks are completed in accordance with NYS DOH adult care guidelines (as applicable).
• Ensure accurate and up-to-date information is entered into the facility’s electronic filing system.
• Record and verify important data to ensure accuracy, completeness, and compliance.
• Investigate incident reports in accordance with facility policies and NYS DOH rules and regulations. Communicate with all parties and contacts.
• Assist with Medicaid recertifications.

Qualifications:

1-2 years' experience in Assisted Living Facility. High School Education required, but some College is preferred.

Must be able to follow written and verbal instructions.

Mental and physical health sufficient to perform job functions.

Pay:

$21-$24 an hour based on experience.

Job Type:

Full-time

Schedule:

Weekdays