Assistant Administrator

Job Description

Job Description

Assistant Administrator – Long-Term Care Facility

Job Title: Assistant Administrator

Department: Administration

Reports To: Executive Director / Administrator

FLSA Status: Exempt (typically)

Position Summary

The Assistant Administrator supports the Executive Director/Administrator in the daily operations of the long-term care facility, ensuring compliance with federal, state, and local regulations while promoting high-quality resident care, staff performance, and operational efficiency. This role serves as a key liaison between department heads, staff, residents, families, and regulatory agencies, and may assume full administrative responsibility in the Administrator's absence.

Essential Duties and Responsibilities

• Assist the Administrator in overseeing daily facility operations, including staffing, budgeting, and regulatory compliance

• Ensure facility operations align with state and federal regulations (e.g., CMS, OSHA, HIPAA, state licensing requirements)

• Supervise and support department heads (nursing, dietary, housekeeping, activities, maintenance, business office)

• Assist with survey readiness and respond to state/federal inspections and complaints

• Monitor and support quality assurance and performance improvement (QAPI) initiatives

• Assist in recruitment, hiring, training, and performance evaluation of staff

• Address resident and family concerns, grievances, and satisfaction issues

• Assist with budget preparation, expense monitoring, and financial reporting

• Ensure proper documentation and records management in compliance with regulatory standards

• Participate in care planning meetings and interdisciplinary team collaboration as needed

• Serve as Administrator on Duty (AOD) during rotations, evenings, weekends, or emergencies

• Support marketing, census development, and community relations efforts

• Assist in policy development, implementation, and staff training on procedures

• Maintain a safe, clean, and welcoming environment for residents, staff, and visitors

Qualifications

Education & Licensure

• Associate's degree in Healthcare Administration, Business Administration, or related field required (Bachelor's preferred)

• Current or eligible for Nursing Home Administrator (NHA) license per state requirements (or actively pursuing licensure/AIT program), depending on state regulations

Experience

• 1–3+ years of experience in a long-term care, skilled nursing, or healthcare administrative setting preferred

• Supervisory or leadership experience preferred

• Familiarity with CMS regulations, state survey processes, and long-term care operations

Skills & Competencies

• Strong knowledge of long-term care regulations and compliance standards

• Excellent leadership, communication, and interpersonal skills

• Strong organizational and multitasking abilities

• Proficiency in Microsoft Office and electronic health record (EHR) systems

• Sound judgment and problem-solving skills, especially under pressure

• Ability to maintain confidentiality and handle sensitive situations with discretion

• Financial acumen, including budgeting and expense management

Physical Requirements

• Ability to move throughout the facility for extended periods

• Occasional lifting/assisting as needed (specify weight limits per facility policy)

• Ability to respond to emergencies, including after-hours situations

Work Environment

• Long-term care/skilled nursing facility setting

• May require flexible hours, including evenings, weekends, and on-call availability