Administrative Services Coordinator

Job Description

Job Description

Administrative Services Coordinator

Position Summary:

The Administrative Services Coordinator plays a vital role in supporting facility operations by overseeing medical records management, central supply inventory, basic IT coordination, and social media communications. This position ensures regulatory compliance, efficient resource management, and effective community engagement, while assisting with broader administrative functions across the facility.

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Essential Duties and Responsibilities:

Medical Records Management:
•Maintain accurate and up-to-date resident medical records in compliance with HIPAA and facility policies.
•Prepare, file, and retrieve documents as needed for audits, surveys, and clinical operations.
•Assist nursing and administrative staff with documentation needs.
•Ensure timely completion and storage of admission, discharge, and transfer records.

Central Supply Coordination:
•Manage inventory levels for nursing, dietary, housekeeping, and office supplies.
•Place orders in accordance with budget guidelines and vendor contracts.
•Receive, verify, and organize supply deliveries.
•Conduct regular inventory audits and report discrepancies or needs to the Administrator.

IT Support Coordination:
•Serve as the facility's first point of contact for IT issues and basic troubleshooting.
•Coordinate with external IT vendors for escalated support or hardware/software needs.
•Assist staff with password resets, equipment setup, and routine technology tasks.
•Maintain basic records of IT assets and user assignments.

Social Media Management:
•Manage and update facility social media accounts (Facebook, Instagram, etc.) in line with corporate branding standards.
•Create and post engaging content highlighting events, resident activities, staff recognition, and community outreach.
•Monitor comments and messages to ensure positive engagement and timely responses.
•Coordinate with the Administrator and Activities Director for planned content and campaigns.

General Administrative Support:
•Assist with general office support tasks as needed (filing, answering phones, visitor management, etc.).
•Provide backup support for front desk coverage as necessary.
•Attend department head meetings and assist with preparation of agendas or reports as needed.

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Qualifications:
•High School Diploma or equivalent required; Associate's degree preferred.
•Minimum of two (2) years of administrative experience, preferably in healthcare or long-term care settings.
•Familiarity with HIPAA regulations and medical record-keeping practices.
•Experience managing supply inventories and working with vendors.
•Basic knowledge of IT systems (Microsoft Office Suite, basic networking, device setup).
•Social media management experience preferred (professional or business accounts).
•Strong organizational skills and attention to detail.
•Ability to multitask across several departments and prioritize competing deadlines.

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Physical Requirements:
•Ability to sit, stand, walk, bend, lift (up to 25 pounds), and use standard office equipment throughout the workday.
•Ability to work in a fast-paced healthcare environment.

Background Checks:
As part of the employment process, all candidates may be subject to a background check. This check may include, but is not limited to, criminal history, employment verification, education verification, and reference checks. The information obtained through these background checks will be used solely to evaluate your suitability for employment. Any discrepancies or false information provided may result in disqualification from consideration or termination if already employed. By applying for employment, you consent to the background check process as outlined above.

Drug Screening:
This organization is committed to maintaining a drug-free workplace. All candidates who receive a conditional offer of employment may be required to undergo drug screening. Drug screening may include testing for illegal substances and certain prescription medications that may impair job performance or safety. Refusal to undergo drug screening or testing positive for prohibited substances may result in the withdrawal of a job offer or disciplinary action, up to and including termination. By applying for employment, you consent to the drug screening process as outlined above.

Notice of Nondiscrimination:
This organization does not exclude, deny benefits to, or otherwise discriminate against any person based on race, color, national origin, disability, or age in admission to, participation in, or receipt of services and benefits of its activities or in employment. This policy applies whether carried out directly by the organization or through a contractor or other entity.

This statement complies with Title VI of the Civil Rights Act of 1964 (45 C.F.R. Part 80), Section 504 of the Rehabilitation Act of 1973, as amended (45 C.F.R. Part 84), and the Age Discrimination Act of 1975, as amended (45 C.F.R. Part 91).

Confidentiality:
All information obtained through the background check and drug screening process will be kept confidential and used solely to evaluate qualifications for employment.

Legal Compliance:
Please note that the background check and drug screening policies may be subject to additional requirements or variations based on local, state, or federal laws.

Disclaimer:
This statement is for informational purposes only and does not constitute a contract of employment. Policies and procedures regarding background checks and drug screenings may vary by jurisdiction and are subject to change at the discretion of the organization.