Nursing Admin Assistant Coordinator

Dogwood Village of Orange County; Virginia; On-site; USD 40,000 - 60,000; Full time

Job summary

Dogwood Village of Orange County in Virginia is seeking a Nursing Administrative Assistant Coordinator to provide multi-departmental support across Admissions, Social Services, and Human Resources. The role acts as a back-up for Admissions during staff absences and helps ensure regulatory compliance and resident and family experience.

The position requires strong organizational skills, attention to detail, and professionalism to manage multiple priorities in a fast-paced healthcare environment

Qualifications

• High school diploma required; Associate’s or Bachelor’s degree preferred.
• Experience in healthcare, long-term care, or senior living preferred.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Experience with electronic health records (PointClickCare) preferred.
• Strong communication, organization, and multitasking skills.

Responsibilities

• Provide full coverage for Admissions during planned and unplanned absences.
• Assist with intake process and gathering required documentation.
• Coordinate communication between referral sources and interdisciplinary team.
• Maintain accurate tracking logs for admissions activity.
• Social Services: pull and submit documentation, schedule follow-ups, and maintain logs.
• Assist HR with recruitment, onboarding, and related administration.
• Handle confidential information with professionalism and discretion.

Skills

Communication

Organization

Multitasking

Discretion

Education

High school diploma

Associate/Bachelor preferred

Tools

Microsoft Office

PointClickCare

Job description

Position SummaryThe Nursing Administrative Assistant Coordinator provides multi-departmental support across Admissions, Social Services, and Human Resources to ensure efficient operations, regulatory compliance, and exceptional resident and family experience.This role serves as a key backup to the Admissions department during staff absences, supports Social Services with care coordination and documentation, and assists Human Resources with recruitment and onboarding activities.This position requires strong organizational skills, attention to detail, professionalism, and the ability to manage multiple priorities in a fast-paced healthcare environment.Key ResponsibilitiesAdmissionsProvide full coverage for Admissions during planned and unplanned absencesRespond to inquiries from hospitals, families, and referral sourcesAssist with intake process, including gathering required documentationCoordinate communication between referral sources and interdisciplinary teamEnsure timely follow-up on pending admissionsMaintain accurate tracking logs for admissions activitySocial ServicesPull and submit documentation for Home Health referralsCoordinate and schedule follow-up Primary Care Provider (PCP) appointments; notify Social Worker of updatesFax or electronically transmit updated medical records to PCP officesRetrieve and process insurance updates (fax/upload into system)Conduct weekly follow-up calls with residents/families; maintain tracking log and report findings to Social Services for documentationPull and upload required documentation for insurance appealsObtain signatures for room change documentationComplete and distribute Missing Items ReportsProvide weekly discharge updates to the OmbudsmanAssist with scheduling care plan meetings, including:Sending invitations to families/responsible partiesCoordinating resident transportation to meetingsPrepare and distribute monthly summaries of:Long-Term Care (LTC) surveysDischarge satisfaction surveysMaintain organized filing systems (electronic and paper)Handle mailing and document distribution as needed3. Human Resources & RecruitmentAssist with recruitment efforts, including:Posting job openingsScreening applicantsScheduling interviewsSupport onboarding processes for new hires (paperwork, coordination, tracking)Maintain applicant tracking logs and recruitment metricsAssist with employee file management and compliance documentationSupport HR team with general administrative tasks as neededBackup for HR Generalist if neededQualificationsHigh school diploma required; Associate’s or Bachelor’s degree preferredPrior experience in healthcare, long-term care, or senior living preferredExperience with administrative support, admissions, social services, or HR functions highly desirableProficiency in Microsoft Office (Word, Excel, Outlook)Experience with electronic health records (e.g., PointClickCare) preferredStrong communication, organization, and multitasking skillsAbility to handle confidential information with professionalism and discretionPHYSICAL DEMANDS AND REQUIREMENTSAbility to stand, walk, sit, stoop, bend, and reach for extended periods.Ability to lift up to 10 pounds frequently (up to 66% of the time spent in performance of duties), and up to 25 pounds occasionally (up to 33% of time spent in performance of duties).Manual dexterity that allows grasping, carrying, and holding equipment and supplies as needed to perform tasks.Ability to see, hear, and verbally communicate with residents, visitors, staff members, and other contacts during performance of duties.DISCLAIMERThe above listing is a brief summary of the nature and scope of duties and is not intended to be a comprehensive listing of all tasks and responsibilities of the position described. The Facility Administration reserves the right to add, change, delete, or otherwise modify this description, including Essential Functions, at its sole discretion without further permission or authority required.