Administrative Assistant (Full-time)

Quantum-Rehabilitation-and-Nursing; Middle Island (NY); On-site; USD 42,000 - 60,000; Full time

Benefits offered by this job

401k

Health Insurance

Dental Insurance

Vision Insurance

Paid time off

Job summary

Quantum Rehab & Nursing is seeking an experienced Administrative Assistant to manage the office, supervise staff, and support upper management. The ideal candidate is polished, professional, personable, and able to multi-task in a fast-paced healthcare setting.

Responsibilities include front desk operations, onboarding and credentialing, payroll, accounts payable, and coordinating IT and facility needs. Excellent communication and organization are essential to success.

Qualifications

• Experience managing office operations and supervising staff.
• Ability to multi-task and meet deadlines in a fast-paced healthcare setting.
• Polished, professional, discreet handling of confidential information.
• Experience onboarding contractors and credentialing processes.
• Payroll, front desk administration, and vendor communications.

Responsibilities

• Manage the office and supervise staff.
• Assist upper management with daily operations and scheduling.
• Handle payroll responsibilities and front desk tasks.
• Coordinate onboarding and credentialing for staff and contractors.
• Process and distribute correspondence, invoices, and records to Corporate Office.
• Provide excellent customer service to residents, families, and vendors.

Tools

Microsoft Outlook

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

Microsoft Teams

Job description

Quantum Rehab & Nursing has an opportunity for an experienced Administrative Assistant.

Our Healthcare Facility is seeking an Administrative Assistant with a positive attitude to manage the office, supervise staff, and handle duties for upper management. We are looking for an individual who is efficient and comfortable being an integral member of our team. We are looking for someone who is polished, professional, personable, and can work with all levels of management. The ability to multi-task is essential in this position. The ideal candidate for this job is resourceful, a good problem solver, and organized. Assuring a steady completion of the workload in a timely manner is key to success in this position.

l. Computer Proficiency

• Must be proficient in Microsoft Office applications, including:
• Microsoft Outlook
• Microsoft Excel
• Microsoft Word
• Microsoft PowerPoint
• Microsoft Teams

2. Employee Onboarding and Credentialing

• Experience with onboarding procedures for staffing agency employees, contractors (1099), and facility employees.
• Conducting and coordinating background checks.
• Collecting and verifying all required state-mandated documentation and professional licensures.
• Completing and verifying Form 1-9 employment eligibility documentation.
• Scheduling coordinating orientation for new hires.

3. Financial Administration and Record Keeping

• Handling and maintaining accurate records of patient funds.
• Tracking facility expense reports and maintaining receipts.
• Reviewing, organizing, and accurately recording financial documentation.
• Scanning approved invoices and submitting them to Accounts Payable.
• Processing and mailing designated correspondence and documentation to the Corporate Office.
• Handling and distributing live employee checks in accordance with facility procedures.

4. Payroll and Front Desk Administration

• Managing front desk reception and ensuring a professional and welcoming environment.
• Scheduling and coordinating staffing shifts.
• Completing payroll responsibilities accurately and within established deadlines.
• Responding to incoming telephone calls and inquiries from vendors, employees, families, and residents.
• Organizing and distributing facility mail.
• Providing exceptional customer service to residents, families, employees, vendors, and visitors.

5. Facility Operations and Administrative Support Ordering once supplies and maintaining inventory for the facility.

• Managing employee Disability, FMLA, and paid Family Leave Claims and related documentation.
• Scheduling meetings, webinars, and appointments on behalf of the Administrator.
• Assisting the Administrator with administrative tasks, projects, and other duties as assigned.
• Coordinating the ordering of tracking, and distribution of computer equipment and related technology.
• Responding to and assisting with IT-related inquiries and concerns from staff.
• Addressing and coordinating the resolution of concerns and issues raised by employees, families, and residents.

6. Regulatory Compliance and Professional Competencies

• Possess a basic understanding of applicable Department of Health (DOH), Office of the Medicaid General (OMIG), and Centers for Medicare & Medicaid Services (CMS) compliance requirements.
• Demonstrate excellent written and verbal communication skills.
• Maintain a high level of organization, accuracy, and attention to detail.
• Demonstrate the ability to prioritize tasks, manage competing responsibilities, and meet established deadlines.
• Exercise sound judgment, professionalism, discretion, and confidentiality when handling sensitive information.
• Demonstrate the ability to work independently while effectively supporting the Administrator and facility operations.

7. General Administrative Responsibilities

• Perform all Other duties and responsibilities reasonably assigned by the Administrator in support of facility operations.
• Maintain effective communication and collaboration with facility departments, employees, residents, families. vendors, and Corporate Office personnel.
• Ensure that all assigned responsibilities are completed accurately, timely, and in accordance with established facility policies and procedures.

Benefits:

• 401k
• Health Insurance
• Dental Insurance
• Vision Insurance
• Paid time off

Job Type: Full-time

Schedule:

• Day shift
• Monday to Friday

Work Location: In person