Activities Director in Edmond, Oklahoma at EDMOND HEALTHCARE MANAGEMENT

Primary Purpose of this Position

The primary purpose of this position is to provide administrative assistance to the Administrator.

Duties and Responsibilities

Administrative Functions

• Establish, monitor, and maintain daily staffing for the nursing department, alongside the Administrator
• Assist in maintaining a calendar of facility events and appointments including tracking vacation days, sick time, paid time off (PTO), care plan calendar, training dates and orientation schedule as directed.
• Prepare invoices, reports, letter, and other documents.
• Answer phone calls and direct calls to appropriate parties or take messages as appropriate; provide screening of calls as directed by the Administrator. Assist with the scanning, data entry, spreadsheets
• Contribute to the annual facility assessment in collaboration with department supervisors by developing a list of tools, training and resources required to care for the resident population.
• Assist with documents utilizing a checklist or systematic evaluation as appropriate. Coordinate and direct office services such as records & housekeeping to assist with the efficient management of the facility.
• Make arrangements such as coordinating catering for luncheons as well as committee, board and other meetings as directed by the Administrator.
• Greet visitors, ascertain the purpose of the visit and determine whether they should be given access to specific individuals
• Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution.
• Open, sort and distribute incoming correspondence including faxes and email; prioritize messages and communication by importance or urgency.
• Answer telephones, make appointments, run errands. take and deliver messages, etc.. as directed.

Duties and Responsibilities

• Arrange for meetings, conferences, arrange meeting space, assist with the production of materials and coordinate calendars, staff schedules, speakers, etc., as directed by the Administrator.
• Assist in distributing payroll checks, W-2s and other personnel forms as necessary. Assist in the establishment and maintenance of an adequate filing system including coordinating the scanning and routing of documents in hard copy format and digital scans into cloud-based servers.
• Assist the Administrator in planning, developing, organizing, implementing and directing the day-today functions of the facility, its programs and activities.
• Assist the Administrator in the planning, developing, organizing, implementing, evaluating and performing of administrative procedures.
• Assist the Public Relations/Marketing Director as needed including the routing and processing of media contacts, responses to media requests, submission of articles and editorials as appropriate.
• Assure that the office is maintained in a clean and safe manner and that necessary equipment and supplies are maintained to perform required duties.
• Compose and prepare routine correspondence for signature; review and edit documents Consult with department supervisors concerning their administrative needs and other related areas to assist in eliminating/correcting problem areas and/or improving services. Coordinate administrative procedures with other departments as directed by the Administrator.
• Coordinate staff meetings, conferences, etc.; maintain schedules and provide notifications and reminders as appropriate.
• Coordinate the facility's services and activities with department directors as necessary.

Duties and Responsibilities

• Maintain accurate records and file documents for reference; organize records
• Audit documents and contracts for required clauses, jurisdiction, initiation and end dates including Business Associate Agreement and Eld
• Receive and screen office visitors and telephone calls as necessary.
• Keep the Administrator advised of meetings and appointments as necessary.
• Sort, distribute and route incoming mail to appropriate residents, departments and/or personnel.

Committee Functions

• Serve on various committees of the facility as appointed by the Administrator; facilitate and provide schedule, record minutes, file and föllow-up on ad hoc projects as directed.

Personnel Functions

• Assist in establishing the facility's vacation schedule as necessary or required. Assist in scheduling department work hours. personnel, work assignments, etc., as necessary or required.
• Assist in standardizing the methods in which work will be accomplished; identify opportunities for increased efficiency in the workflow process and/or reducing costs to accomplish goals.

Duties and Responsibilities

Organize, evaluate and monitor business office operations and assigned personnel in accordance with established facility policies and procedures; schedule service calls for repairs as appropriate.

• Assist with orientation of new staff and visitors; train administrative personnel as necessary or directed.

Staff Development Functions

• Assist department directors in the planning, conducting and scheduling of in-service training classes, on-the-job training and orientation programs to ensure that current material and programs are continuously provided.
• Attend and participate in mandatory facility in-service training programs as scheduled

Safety and Sanitation Functions

• Assist in obtaining safety data sheets (SDSs) from vendors; file SDSs in accordance with the facility's hazard communication policies.
• Maintain and file accident/incident reports, trend as appropriate in collaboration with the Risk Manager as directed by the Administrator.

Working Conditions

• Works in office areas as well as throughout the facility and its premises.
• Moves intermittently during working hours.
• Is subject to frequent interruptions.
• Is involved with residents, family members, personnel, visitors, government agencies/personnel, etc., under all conditions/circumstances.
• Is subject to hostile and emotionally upset residents, family members, personnel and visitors.
• Works beyond normal working hours and on weekends and holidays when necessary. Is subject to callback during emergency conditions (e.g., severe weather, evacuation, post-disaster, etc.).
• May be involved in community/civic health matters/projects.
• Attends and participates in continuing education programs.
• Is subject to injury from falls, burns from equipment, odors, etc., throughout the workday as well as reactions from dust, disinfectants, tobacco smoke and other air contaminants.
• Is subject to exposure to infectious waste, diseases. conditions, etc., including TB and the AIDS and Hepatitis B viruses.
• May be subject to the handling of and exposure to hazardous chemicals.
• Communicates with the medical staff, nursing personnel and other department directors. Maintains a liaison with the residents, their families, support personnel, etc.. to ensure that the residents' needs are continually met.

Education

• Must possess a high school education. College and/or secretarial training program are desirable.

Experience

• Must have, as a minimum, one year of administrative experience - in the medical field preferred. Ability to type and use general office equipment is required. Computer skills required.
• Must possess a working knowledge of the rules and regulations that govern nursing facility operational standards.

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 be knowledgeable of laws, regulations and guidelines pertaining to long-term care 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 of the facility.
• Must be familiar with the laws, regulations and guidelines governing personnel administration.
• Must have patience, tact, cheerful disposition and enthusiasm as well as 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.

Physical and Sensory Requirements (with or without the aid of mechanical devices)

• Must be able to move intermittently throughout the workday.
• Must be able to speak and write the English language in an understandable manner. Must be able to cope with the mental and emotional stress of the position.
• Must possess sight/hearing senses or use prosthetics that will enable these senses to function adequately so that them requirements of the position can be fully met.
• Must function independently, have flexibility, personal integrity and the ability to work effectively with residents, personnel and support agencies.
• Must meet the general health requirements set forth by the policies of this facility, which includes a medical and physical examination.
• Must be able to relate to and work with ill, disabled, elderly, emotionally upset and, at times, hostile people within the facility.
• Must be able to push, pull, move and/or lift a minimum of 25 pounds to a minimum height of 5 feet and be able to push, pull, move and/or carry such weight a minimum distance of 50 feet.
• May be necessary to assist in the evacuation of residents during emergency situations.