Job Descriptions For Winning Wheels

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 in maintained at all times.

Delegation of Authority

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.

Job Functions

Every effort has been made to make this job description as complete as possible. 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 a logical assignment to the position.

Major Duties and Responsibilities

Note: Risk Exposure Categories are indicated after each described task.
1 = Tasks that may involve exposure to blood/body fluids.
2 = Tasks that do not in themselves involve contact with blood/body fluids but could result in performance of a Category 1 task.
3 = Tasks that do not involve any risk of exposure to blood/body fluids.

Administrative Functions

  • Assist the Administrator in planning, developing, organizing, implementing, and directing the day-to-day functions of the facility, its programs, and its activities. (3)
  • Assist in the development and implementation of our written policies and procedures that govern the operation of the facility. (3)
  • Develop and maintain written job descriptions and performance evaluations for each staff position. Review same with the Administrator. (3)
  • Assist department directors in the development and use of 4jepartmental policies and procedures, and establish a rapport in and among departments so that each can realize the importance of teamwork. (3)
  • Assist in establishing policies that govern the residents' right to quality of life and care as defined by each resident's comprehensive assessment and care plan. (3)
  • Interpret the facility's policies and procedures to employees, residents, family members, visitors, government agencies, etc., as necessary or instructed. (3)
  • Review the facility's policies and procedures periodically, at least annually, and make recommendations to the Administrator to assure continued compliance with current regulations. (3)
  • Propose changes to employee handbook, as necessary. Assure that all employees, residents, visitors, and the general public follow established policies and procedures. (3)
  • Create and maintain an atmosphere of warmth, personal interest, and positive emphasis, as well as a calm environment throughout the facility. (3)
  • 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. (3)
  • In the absence of the Administrator, represent the facility at and participate in top level meetings. (3)
  • Represent the facility in dealings with outside agencies, including governmental agencies and third-party payers, or provide and authorized representative of the facility when unable to attend such meetings. (3)
  • Make written and oral reports/recommendations to the Administrator concerning the operation of the facility. (3)
  • Prepare facility reports for Management Team and other reports as directed by the Administrator. (3)
  • Conduct employee satisfaction interviews with new/current employees and exit interviews with terminated employees. (3)
  • Maintain an adequate liaison with families and residents. (3)
  • Ensure that public information (policy manuals, brochures, marketing materials, etc.) describing the services provided in the facility is accurate and fully descriptive. (3)
  • 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 same with ombudsman personnel, as required. (3)
  • Make weekly inspections of the facility to assure that established policies and procedures are being implemented and followed. Report findings to the Administrator. (2)
  • Maintain a good public relations program that serves the best interest of the facility and community alike. (3)
  • Maintain productive working relationship with the medical profession and other health-related facilities and organizations through formal working and transfer agreements. (3)
  • Act on behalf of the Administrator during his/her absence. (3)
  • Assist in setting the tone and atmosphere in the facility. (3)
  • Coordinate the facility's services and activities with the department directors. (3)
  • Review and approve the implementation of new procedures and organizational plans within each department. (3)
  • Recommend changes in the overall organizational structure to the Administrator. (3)
  • Assume the administrative authority, responsibility, responsibility, and accountability of directing the activities and programs of the facility. (3)
  • Assist the Infection Control Committee 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. (3)

Committee Functions

Serve on various committees of the facility (e.g., Infection Control, Quality Assurance, Safety, etc., as appointed by the Administrator) and provide written/oral reports of such committee meetings to the Administrator as necessary. (3) Evaluate and implement recommendations from the facility's committees as necessary ore as may be directed. (3) Assist the Quality Assurance Committee in developing and implementing appropriate plans of action to correct identified quality deficiencies. (3)

Personnel Functions

  • Assist in the recruitment and selection of competent department directors, supervisors, consultants, and other auxiliary personnel. Make recommendations to the Administrator. (3)
  • Review and check competence of work force and make necessary adjustments/corrections as instructed by the Administrator. (3)
  • Assure that an adequate number of appropriately trained professional and auxiliary personnel are on duty at all times to meet the needs of residents. (3)
  • Conduct checks of references, criminal background, prior employment, and certification or academic degree of prospective employees. (3)
  • Coordinate new employee orientation program. (3)
  • Assist in standardizing the methods in which work will be accomplished. (3)
  • Serve as liaison to the Administrator, medical staff, and other professional and supervisory staff. (3)
  • Counsel/discipline personnel as requested or as necessary. (3)
  • Terminate employment of personnel as requested or as necessary. (3)
  • Assure 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. (3)
  • Schedule and participate in departmental meetings as needed or as directed by the Administrator. (3)
  • Delegate administrative authority, responsibility, and accountability to other staff personnel as deemed necessary to perform their assigned duties. (3)
  • Work with the facility's consultants as necessary and implement recommended changes as approved by the Administrator. (3)
  • Assist in scheduling department working hours, personnel, work assignments, etc., as necessary or required. (3)
  • Coordinate employee insurance and benefit programs. Provide infOl111ation, notices, and serve as liaison between employees and general agents. (3)
  • Review salary and benefit packages and make recommendations to the Administrator concerning employee promotions, demotions, transfers, shift changes, salary increases, etc. (3)
  • Assist in establishing the facility's vacation schedule as necessary or required. (3)
  • Respond to Unemployment Insurance claims of terminated employees. (3)
  • Process Worker's Compensation claims through designated loss control company. (3)

Staff Development

Assist department directors in the planning, conducting, and scheduling of inservice training classes, on-the-job training and orientation programs to assure that current information, material, and programs are continuously provided. (3) Meet with department directors on a regularly scheduled basis, and conduct/participate in inservice classes and supervisory-level training programs. (3) Attend and participate in workshops, seminars, etc., to keep abreast of current issues in long-term care provision, employment law, benefits administration, employer reporting requirements, etc. (3) Provide orientation and on-the-job training for subordinates and ensure that their authority, duties, and responsibilities are understood. (3) Assist the Administrator and the Director of Nursing Services in coordinating the Nurses' Aide Training Program. (3) Coordinate the Level Training program for current CNAs. (3) Assist the Inservice Training Coordinator in developing and implementing training programs for Hazardous Material Communication and Universal Precautions. Assure that personnel attend prior to reporting for work assignments. (3)

Safety and Sanitation

Co-chair Safety Committee with Safety Coordinator. (3) Assure that all facility personnel, residents, visitors, etc., follow established safety regulations, to include fire protection/prevention, smoking regulations, infection control, etc. (3) Assure that the building and grounds are maintained in good repair. (3) Review accident/incident reports and establish and effective accident prevention program. (3) Assure that appropriate waste disposal policies and procedures are being followed. (2)

Equipment and Supply Functions

Recommend to the Administrator equipment and supply needs. (3) Assure 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. (2) Assure that adequate supplies are on hand to meet the day-to-day operational needs of the facility and residents. (3)

Budget and Planning Functions

Review and interpret monthly financial statements and provide such information to the Administrator. (3) Assist in the establishment and maintenance of an adequate accounting system that reflects the operating cost of the facility. (3) Keep abreast of economic conditions/situations and making adjustments as necessary to assure the continued ability to provide quality care. (3) 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. (3) Assure that adequate financial records and cost reports are submitted to authorized government agencies as required by current regulations. (3) Review bills from, and approve payments to, suppliers of goods and services used by the facility. (3)

Resident Rights

Maintain confidentiality of all resident information. (3) . Assure that the residents' 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. (3) Review resident complaints and grievances and make written reports of action taken to the Administrator. (3) Assist in establishing and implementing a Resident Council group. (3) Assure that residents receive appropriate notices before being discharged or before having their room or roommate changed. (3) Assure that resident funds are managed in accordance with residents' requests and in accordance with current federal and state requirements. (3)

Working Conditions

  • Works in office areas as well as throughout the facility and its premises.
  • Sits, stands, bends, lifts, and moves intermittently during work 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, visitors, etc.
  • Works beyond normal working hours and on weekends and holidays when necessary.
  • Is involved in community/civic health matters/projects.
  • Attends and participates in continuing education courses/programs.
  • Is subject to falls, bums from equipment, odors, etc., throughout the work day.
  • May be exposed to infectious waste, diseases, condition;, etc., including exposure to AIDS and Hepatitis B viruses.
  • Communicates with the medical staff, nursing personnel, and other department supervisors. Maintains a liaison with the residents, their families, support personnel, etc., to assure that the residents' needs are continually met.

Education Requirements

Must possess, as a minimum, two (2) years of college. AA Degree in Business Administration or Health Administration preferred but not required.


Must have, as a minimum, one (1) year 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.

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 a minimum of 21 years of age and of good moral character.
  • Must have advanced training in hospital or long-term care administration.
  • Must be knowledgeable of reimbursement regulations and nursing and medical practices and procedures, as well as laws, regulations, and guidelines pertaining to long-term care administration.
  • Must possess the ability to work harmoniously with and supervise professional and non- professional 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 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.

Physical and Sensory Requirements

  • Must be able to move intermittently throughout the work duty.
  • 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 the requirements of this 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 be in good general health and demonstrate emotional stability.
  • Must be able to relate to and work with ill, disabled, elderly, emotionally upset, cognitively impaired, and sometimes hostile people within the facility.
  • Must be able to lift, push, pull, and move residents, medical equipment, supplies, etc., in excess of fifty (50) pounds.
  • Must be able to assist in the evacuation of residents.