Administrative Services Coordinator

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.

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.

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.

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.

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.

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.

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.

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.