Administrative Assistant

Advanced Health Care; Nashville (TN); On-site; USD 36,000 - 48,000; Full time

Job summary

Advanced Health Care is seeking an Administrative Assistant to support facility operations and communication with residents, families, staff and visitors. The role emphasizes accuracy, confidentiality, and courteous service to the public.

Responsibilities include answering phones, greeting visitors, managing files, scheduling meetings, processing mail and assisting with billing tasks, with a Monday-Friday 8:00 AM - 4:30 PM schedule.

Qualifications

• 1+ year in administrative support in healthcare preferred.
• Proficiency with MS Office (Excel, Word).
• Strong organization and communication skills.

Responsibilities

• Answer phones and direct inquiries to staff.
• Greet visitors and assist residents, families and staff professionally.
• Maintain electronic and paper filing systems with confidentiality in mind.
• Assist with scheduling appointments and meetings, coordinate calendars.
• Prepare and distribute letters, memos, and reports with accuracy.
• Assist with resident admissions/discharges and related paperwork.
• Process mail and invoices; support accounts payable tasks as directed.
• Order and manage office supplies and coordinate repairs as needed.
• Operate facility paging/telephone system and route calls appropriately.
• Maintain professional appearance for residents and the public.
• Perform other duties as requested by management.

Skills

MS Office

Organizational skills

Communication

Confidentiality

Tools

Multi-line phone system

Job description

Description

The Administrative Assistant plays a critical role in ensuring smooth operations and efficient communication within the facility, as well as providing support to residents, families, staff, and visitors.

Schedule: Full-Time, Weekdays (M-F), 8:00 AM - 4:30 PM

Primary Responsibilities and Duties:

• Perform general clerical duties, including answering phones, responding to inquiries, taking messages, and directing calls to appropriate staff members.
• Greet and assist visitors, residents, and families in a professional and courteous manner, providing information and assistance as needed.
• Maintain electronic and paper filing systems, including resident records, personnel files, and administrative documents ensuring accuracy, confidentiality, and compliance with regulatory requirements.
• Assist with scheduling appointments, meetings, and events, including coordinating calendars, sending reminders, and arranging conference rooms or other facilities as needed.
• Prepare and distribute correspondence, memos, reports, and other documents, ensuring accuracy, formatting consistency, and timely delivery.
• Assist with resident admissions and discharges, including completing paperwork collecting information, and coordinating with nursing and administrative staff.
• Process incoming and outgoing mail, including sorting, distributing, and forwarding correspondence to appropriate recipients.
• Assist with billing and financial tasks, such as processing payments, reconciling accounts, assisting with accounts payable, and generating invoices or statements as directed.
• Order and maintain office supplies and equipment, ensuring adequate inventory levels and coordinating repairs or maintenance as needed.
• Operate and communicate effectively on the facility paging and telephone system which includes screening and directing all incoming calls appropriately.
• Be neat, clean and appropriately dressed to present an appearance acceptable to residents and the public.
• Perform all other duties as requested by management.

Requirements

Job Qualifications:

• At least 1 year of previous experience in an administrative support role, preferably in a healthcare or senior living setting.
• Knowledge of basic office equipment, including copiers, fax machines, printers, and multi-line phone systems.
• Proficiency in MS Office (MS Excel and MS Word in particular).
• Strong organizational and time management skills, with the ability to prioritize tasks, meet deadlines, and manage multiple projects simultaneously.
• Excellent communication and interpersonal skills, with the ability to interact professionally with residents, families, staff, and external contacts.
• Attention to detail and accuracy in data entry, recordkeeping, and document preparation.
• Ability to maintain confidentiality of sensitive information and handle confidential materials with discretion.

Physical Requirements:

• Work performed in a medical setting due to the need to work directly with other employees, residents, and their families.
• Must be able to sit, stand, bend, reach, talk, hear, stoop, kneel, crouch, stretch, and twist.
• Required vision includes close, vision, distance, peripheral, and the ability to adjust focus.
• Stamina to sit or stand for extended periods while performing administrative duties at a workstation or reception area.
• Capability to lift and carry office supplies, equipment, and materials as needed to set up workstations, stock supplies, or assist with deliveries.
• Maintain regular attendance and timeliness as set forth within the work schedule designated by the department supervisor/manager.
• Job requires accepting criticism and dealing calmly and effectively with high-stress situations.