Administrative Assistant

US Skilled Serve; Montclair (CA); On-site; USD 26,000 - 30,000; Full time

Benefits offered by this job

Health, dental, and vision insurance

Paid Time Off and holiday pay

401(k) retirement plan options

Job summary

Community Extended Care Hospital of Montclair is seeking an Administrative Assistant to support the Director of Staff Development in a Skilled Nursing Facility. The role maintains staff training logs, certification records, and compliance data with HIPAA audit readiness.

The ideal candidate will be proficient in Microsoft Excel and possess strong organizational and communication skills to handle onboarding and ongoing training documentation.

Qualifications

• Education: High school diploma or equivalent (associate’s degree preferred).
• Experience: 1-2 years in administrative support in SNF, HR, or staff development.
• Excel: intermediate to advanced proficiency for logs and tracking.

Responsibilities

• Data Tracking & Excel Management: build and maintain spreadsheets for staff compliance and CEUs.
• Credential Tracking: monitor CNA certificates, nursing licenses, CPR cards, and health screenings.
• Orientation & Training Support: coordinate logistics for new hire orientations and training materials.
• Records Maintenance: keep training records and files audit-ready under HIPAA.

Skills

Organizational skills

Communication

Administrative support

Education

High school diploma or equivalent

Tools

Microsoft Excel

Job description

Community Extended Care Hospital of Montclair

Location: Montclair, CA

Job Type: Full-Time

Shift: Day Shift, Monday - Friday

Job Summary

We are seeking a highly organized, detail-oriented Administrative Assistant to directly support our Director of Staff Development (DSD). In a Skilled Nursing Facility (SNF), the DSD manages critical regulatory functions, including staff in-services, continuous education tracking, orientation, and employee health compliance. The ideal candidate will act as the administrative backbone for these programs, ensuring all staff training logs, certification records, and compliance data are meticulously maintained. High proficiency in Microsoft Excel and exceptional organizational skills is strictly required for this role.

Key Responsibilities

• Data Tracking & Excel Management: Build, update, and maintain complex Microsoft Excel spreadsheets to track staff compliance, mandatory in-service attendance, and continuing education units (CEUs)
• Credential Tracking: Monitor employee compliance metrics, tracking the expiration dates of certified nursing assistant (CNA) certificates, nursing licenses, CPR cards, and health screenings.
• Orientation & Training Support: Coordinate administrative logistics for new hire orientations, prepare training materials, and ensure all onboarding documentation is completed and filed
• Records Maintenance: Organize and maintain employee training records and personnel files in a high-state of audit readiness, adhering strictly to state regulations and HIPAA guidelines.
• Scheduling & Communication: Manage the DSD’s training calendar, distribute notifications regarding upcoming mandatory classes, and follow up with staff regarding missing credentials or signatures.

Qualifications & Requirements

• Education: High school diploma or equivalent (associate’s degree preferred).
• Experience: Minimum of 1-2 years of administrative assistance experience. Experience working within a skilled nursing facility (SNF), human resources, or medical staff development setting is highly preferred.
• Excel Skills: Intermediate to advanced proficiency in Microsoft Excel (ability to sort/filter data, utilize formulas, track expiration timelines, and format professional logs).
• Organizational Skills: Exceptional organizational capabilities with a proven track record of handling high-volume paperwork and maintaining flawless digital and physical filing systems.
• Communication: Excellent verbal and written communication skills with the ability to interface professionally with all levels of facility staff.

Benefits & Compensation

• Hourly pay based on experience: $19.50-22.00 / hour
• Health, dental, and vision insurance options
• Paid Time Off (PTO) and holiday pay
• 401(k) retirement plan options