Nursing Admin Assistant Coordinator (4454)

Dogwood Village of Orange County; Orange (VA); On-site; USD 29,000 - 37,000; Full time

Job summary

Dogwood Village of Orange County is seeking a full-time administrator to provide admissions coverage, support social services, and assist HR recruitment. The role requires coordinating with hospitals, families, and referral sources, and managing documentation and records.

The position emphasizes strong communication, organization, and discretion in handling confidential information within a long-term care setting. Proficiency with Microsoft Office and EHR systems is preferred.

Qualifications

• High school diploma required; associates or bachelor’s preferred.
• Experience in healthcare, long-term care, or senior living desirable.
• Proficiency with Microsoft Office and EHR systems such as PointClickCare.

Responsibilities

• Provide full coverage for Admissions during planned and unplanned absences.
• Respond to inquiries from hospitals, families, and referral sources.
• Assist with intake processes and gather required documentation.
• Coordinate communication between referral sources and interdisciplinary team.
• Maintain accurate tracking logs for admissions activity.
• Pull and submit documentation for Home Health referrals.
• Coordinate and schedule follow-up PCP appointments and notify Social Worker of updates.
• Retrieve and process insurance updates and transmit records.
• Conduct weekly follow-up calls with residents/families and report findings.

Education

High school diploma

Associate’s or Bachelor’s degree preferred

Tools

Microsoft Office

PointClickCare

Job description

Job Details: Job Location: DOGWOOD - Orange, VA, Position Type: Full Time, Salary Range: $21.00 - $27.00Hourly, Position Summary

Key Responsibilities

Admissions

• Provide full coverage for Admissions during planned and unplanned absences
• Respond to inquiries from hospitals, families, and referral sources
• Assist with intake process, including gathering required documentation
• Coordinate communication between referral sources and interdisciplinary team
• Ensure timely follow-up on pending admissions
• Maintain accurate tracking logs for admissions activity

Social Services

• Pull and submit documentation for Home Health referrals
• Coordinate and schedule follow-up Primary Care Provider (PCP) appointments; notify Social Worker of updates
• Fax or electronically transmit updated medical records to PCP offices
• Retrieve 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 documentation
• Pull and upload required documentation for insurance appeals
• Obtain signatures for room change documentation
• Complete and distribute Missing Items Reports
• Provide weekly discharge updates to the Ombudsman
• Assist with scheduling care plan meetings, including:
• Sending invitations to families/responsible parties
• Coordinating resident transportation to meetings
• Prepare and distribute monthly summaries of:
• Long-Term Care (LTC) surveys
• Discharge satisfaction surveys
• Maintain organized filing systems (electronic and paper)
• Handle mailing and document distribution as needed

Human Resources & Recruitment

• Assist with recruitment efforts, including:
• Posting job openings
• Screening applicants
• Scheduling interviews
• Support onboarding processes for new hires (paperwork, coordination, tracking)
• Maintain applicant tracking logs and recruitment metrics
• Assist with employee file management and compliance documentation
• Support HR team with general administrative tasks as needed
• Backup for HR Generalist if needed

Qualifications

• High school diploma required; Associate’s or Bachelor’s degree preferred
• Prior experience in healthcare, long-term care, or senior living preferred
• Experience with administrative support, admissions, social services, or HR functions highly desirable
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Experience with electronic health records (e.g., PointClickCare) preferred
• Strong communication, organization, and multitasking skills
• Ability to handle confidential information with professionalism and discretion

PHYSICAL DEMANDS AND REQUIREMENTS

• Ability 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.

DISCLAIMER

The 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.