Administrative Assistant – Scheduling Focus
Position Summary
We are seeking a highly organized, Administrative Assistant to support nursing staff scheduling and administrative operations. This role requires strict adherence to established procedures, workflows, and decision paths to ensure proper staffing, accurate documentation, and compliance. The ideal candidate is detailoriented, reliable, and comfortable following structured processes while maintaining a friendly, professional presence.
Core Focus of This Role
This position is heavily processbased. Daily responsibilities involve following predefined scheduling rules, staffing needs and requirements escalation pathways, and documentation requirements without deviation.
Key Responsibilities
- Execute nursing staff schedules (RNs, LPNs, CNAs).
- Follow defined procedures for handling callins, callouts, and staffing shortages.
- Document all callins and staffing attempts precisely, including:
- Date and time of call
- Sequence of staff contacted
- Method of contact
- Staff responses
- Final coverage outcome
- Apply predefined decision rules when determining escalation or next staffing action.
- Track staffing coverage against census, acuity, and policy requirements.
- Schedule resident appointments using established coordination workflows and notify appropriate departments and nursing staff.
- Maintain auditready records that clearly reflect compliance with staffing protocols.
- Utilize scheduling software accurately and consistently.
- Communicate clearly and professionally while adhering to established scripts or guidelines when applicable.
- Maintain confidentiality at all times.
Required Skills & Traits
- Strong ability to follow rules, workflows, and decision trees exactly as written
- Exceptional attention to detail and documentation accuracy
- Comfortable with repetitive, ruledriven tasks
- Ability to execute tasks consistently without improvisation
- Strong written and verbal communication skills
- Ability to remain calm and methodical during staffing challenges
- Excellent attendance and punctuality are mandatory
Preferred Experience
- Administrative or scheduling experience in a nursing home or healthcare setting
- SmartLinx scheduling experience preferred
- Familiarity with nursing roles, staffing ratios, and coverage expectations
- Experience supporting surveyready documentation and compliance processes
Why This Role Is Important
This position ensures the Nursing Department operates smoothly, remains properly staffed, and maintains complete, defensible documentation through consistent application of established processes.
Apply today if you excel in structured environments and take pride in doing things the right way—every time.