Assistant Administrator

The primary purpose of your job position is to assist in directing the day-to-day functions of the facility in accordance with current federal, state and local standards, guidelines, and regulations that govern the long-term care facility, and as may be directed by the Administrator, to assure that the highest degree of quality care is maintained at all times.

As the Assistant Administrator, you are delegated the administrative authority, responsibility and accountability necessary for carrying out your assigned duties. In the absence of the Administrator, you are charged with carrying out the resident care policies established by this facility.

Every effort has been made to identify the essential functions of this position. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or is an essential function of the position.

Essential Duties and Responsibilities

• Assist the Administrator in planning, developing, organizing, implementing, and directing the day-to-day functions of the facility, its programs and activities.
• Assist in the development and implementation of our written policies and procedures that govern the operation of the facility.
• Develop and maintain written job descriptions for each staff position in accordance with the Americans With Disabilities Act, OSHA and other pertinent laws governing job positions. Review with Administrator.
• Assist department directors in the development and use of departmental policies and procedures, and establish a rapport in and among departments so that each can realize the importance of team work.
• Assist in establishing policies that govern the resident’s right to quality of life and care as defined by the resident’s comprehensive assessment and care plan.
• Review the facility’s policies and procedures periodically, at least annually, and make changes as necessary to assure continued compliance with current regulations (e.g., ADA, ergonomics, air quality, etc.).
• Interpret the facility’s policies and procedures to employees, residents, family members, visitors, government agencies, etc., as necessary.
• Ensure that public information (policy manuals, etc.) describing the services provided in the facility is accurate and fully descriptive.
• Ensure that all employees, residents, visitors and the general public follow established policies and procedures.
• Assume the administrative authority, responsibility and accountability of directing the activities and programs of the facility.
• In the absence of the Administrator, represent the facility at and participate in top level meetings.
• Represent the facility in dealings with outside agencies, including governmental agencies and third party payers, or provide an authorized representative of the facility when unable to attend such meetings.
• Make written and oral reports/recommendations to the Administrator concerning the operation of the facility.
• Recommend to the Administrator changes in the overall organization structure.
• Coordinate the facility’s services and activities with department directors.
• Review and approve the implementation of new procedures and organizational plans within each department.
• Assist with Infection Control, in identifying, evaluating and classifying routine and job-related functions to ensure that tasks involving potential exposure to blood/body fluids are properly identified and recorded.
• Make weekly inspections of the facility to assure that established policies and procedures are being implemented and followed. Report findings to the Administrator.
• Participate in facility surveys (inspections) made by authorized government agencies.
• Review and develop a plan of correction for deficiencies noted during survey inspections and provide a written copy of such plan to the Administrator for his/her review/approval. Review with ombudsman personnel as required.
• Maintain an adequate liaison with families and residents.
• Maintain a good public relations program that serves the best interest of the facility and community alike.
• Assist in setting the tone and atmosphere of the facility.
• Act on behalf of the Administrator during his/her absence.
• Ensure that appropriate policies and procedures are followed when conducting background checks and when providing information to the Nurse Aide Registry.
• Serve on various committees of the facility (i.e. Infection Control, QAPI, Safety, etc., as appointed by the Administrator) and provide written/oral reports of such committee meetings to the Administrator as necessary.
• Assist the QAPI Committee in developing and implementing appropriate plans of action to correct identified quality deficiencies.
• Evaluate and implement recommendations from the facility’s committees as necessary or as may be directed.
• Assist in the recruitment and selection of competent department directors, supervisors, consultants and other auxiliary personnel. Make recommendations to the Administrator.
• Ensure that appropriate identification documents are presented prior to the employment of personnel and that appropriate documentation is filed in the employee’s personnel record in accordance with current regulations mandating such documentation.
• Delegate administrative authority, responsibility, and accountability to other staff personnel as deemed necessary to perform their assigned duties.
• Work with the facility’s consultants as necessary and implement recommended changes as approved by the Administrator.
• Consult with department directors concerning the operation of their departments to assist in eliminating/correcting problem areas, and/or improvement of services. Report such findings/solutions to the Administrator.
• Ensure that an adequate number of appropriately trained professional and auxiliary personnel are on duty at all times to meet the needs of the residents.
• Assist in standardizing the methods in which work will be accomplished.
• Assist in scheduling department working hours, personnel, work assignments, etc., as necessary or required.
• Review salary and benefit packages and make recommendations to the Administrator concerning employee promotions, demotions, transfers, shift changes, salary increases, etc.
• Assist in establishing the facility’s vacation schedule as necessary or required.
• Review and check competence of work force and make necessary adjustments/corrections as instructed by the Administrator.
• Counsel/discipline personnel as requested or as may become necessary.
• Ensure that disciplinary action is administered fairly and without regard to race, color, creed, national origin, age, sex, religion, handicap, or marital status.
• Terminate employment of personnel when necessary, documenting and coordinating such actions with the Administrator and /or Human Resources.
• Schedule and participate in departmental meetings.
• Serve as liaison to the Administrator, medical staff, and other professional and supervisory staff.
• Maintain an excellent working relationship with the medical profession and other health related facilities and organizations through formal working and transfer agreements.
• Assist department directors in the planning, conducting, and scheduling of in-service training classes, on–the-job training and orientation programs to assume that current material and programs are continuously provided.
• Meet with department directors on a regularly scheduled basis, and conduct/participate in in-services classes and supervisory level training programs.
• Attend and participate in workshops, seminars, etc., to keep abreast of current changes in the long-term care field, as well as to maintain a professional status.
• Provide orientation and on-the-job training for subordinates and ensure that their authority, duties and responsibilities are understood.
• Assist the Director of Nursing Services, and other support personnel, in developing and implementing the pre/annual MI/MR screening program.
• Ensure that all personnel attend and participate in annual OSHA and CDC in-service training programs for hazard communication, TB management, and bloodborne pathogens standard.
• Create and maintain an atmosphere of warmth, personal interest, and positive emphasis, as well as a calm environment throughout the facility.
• Ensure that all facility personnel, residents, visitors, etc., follow established safety regulations, to include fire protection/prevention, smoking regulations, infection control, etc.
• Ensure that the building and grounds are maintained in good repair.
• Review accident/incident reports and establish an effective accident prevention program.
• Ensure that all facility personnel follow established regulations governing the use of labels and MSDSs for hazardous chemicals.
• Ensure that facility personnel follow established ergonomics policies and procedures (e.g., a back brace and/or a mechanical lifter is used when lifting or moving heavy objects).
• Ensure that all facility personnel performing tasks that involve potential exposure to blood, body fluids, or hazardous chemicals participate in an in-service training program prior to performing such tasks.
• Ensure that personnel follow established policies governing the use/disposal of personal protective equipment and disposal of infectious wastes.
• Other(s) that may become necessary/appropriate to assure that the facility is maintained in a clean, safe and sanitary manner.
• Recommend to the Administrator equipment and supply needs.
• Ensure that the facility is maintained in a clean and safe manner for resident comfort and convenience by assuring that necessary equipment and supplies are maintained in an operable manner to perform such duties/services.
• Ensure that adequate supplies and equipment are on hand to meet the day-to-day operational needs of the facility and residents.
• Assist in preparing an annual operating budget for approval by the Administrator and allocate the resources to carry out programs and activities of the facility.
• Assist in the establishment and maintenance of an adequate system that reflects the operating cost of the facility.
• Review billings and report delinquencies to the Administrator.
• Keep abreast of economic conditions/situations and make adjustments as necessary to assure the continued ability to provide quality care.
• Maintain confidentiality of all resident information.
• Ensure that the resident’s rights to fair and equitable treatment, self-determination, individuality, privacy, property and civil rights, including the right to wage complaints, are well established and maintained at all times.
• Review resident complaints and grievances and make written reports of action taken to the Administrator. Discuss with resident and family as appropriate.
• Assist in establishing and implementing a Resident/Group Council.
• Ensure that residents receive appropriate notices before being discharged or before having their room or roommate changed.
• Ensure that resident funds maintained by the facility are managed in accordance with the resident’s request and in accordance with current federal and state requirements.

Educational and Experience Requirements

• AA Degree in Business Administration or Health Administration preferred but not required.

Certificate and other Requirements

• Must have, as a minimum, ____ year(s) experience in a supervisory capacity in a hospital or long-term care facility.
• Must possess a working knowledge of long-term care operational standards set forth in the Federal Register, Requirements of Participation.
• Must have a State Administrator’s license.

Specific Requirements

• Must be able to read, write, speak, and understand the English language.
• Must possess the ability to make independent decisions when circumstances warrant such action.
• Must possess the ability to deal tactfully with personnel, residents, family members, visitors, government agencies/personnel and the general public.
• Must have advanced training in hospital or long-term care administration.
• Must be knowledgeable of reimbursement regulations and nursing practices and procedures, as well as laws, regulations, and guidelines pertaining to long-term administration.
• Must possess the ability to work harmoniously with and supervise other personnel.
• Must possess the ability to plan, organize, develop, implement, and interpret the programs, goals, objectives, policies and procedures, etc., that are necessary for providing quality care and maintaining a sound operation.
• Must be thoroughly familiar with laws, regulations, and guidelines governing personnel administration.
• Must have patience, tact, cheerful disposition and enthusiasm, as well as must be willing to handle residents, staff, and visitors, based on whatever maturity level at which they are currently functioning.
• Must possess the ability to seek out new methods and principles and be willing to incorporate them into existing practices.
• Must be able to maintain good personnel relations and employee morale.
• Must be able to read and interpret financial records, reports, etc.
• Must be knowledgeable of computer systems, system applications, and other office equipment.
• Must be able to communicate policies, procedures, regulations, reports, etc., to personnel, residents, family members, visitors, and government agencies/personnel.
• Must not pose a direct threat to the health or safety of other individuals in the workplace