Assistant Director of Health Services

Position Summary: Provides comprehensive administrative, programmatic, and special‑project support to the Director of Health Services in a fast‑paced clinical environment.

Essential Job Functions: General Review daily tickler files; print due items and organize tasks for completion. Maintain a monthly calendar for the Director with all required elements; prompt completion of calendar items. Perform audits as directed; report results to the Director and Executive Director; post notices for educational offerings and set up in‑service meetings (seating, AV, refreshments). Schedule appointments; screen calls; fax required documents to regional leaders within specified timelines; maintain education documentation. Enter assessment results; draft Plan of Care for Director approval; print QLA, Plan of Care, Face Sheet, EMS records; verify required components are present. Audit chart on day two post‑admission per best‑practice standards. Employees Maintain tickler file for employee requirements; notify Director when items are due; set interviews; schedule orientation for nursing staff. Staffing Create/maintain monthly schedules for nurses and caregivers; replace call‑ins daily. Residents Maintain tickler file for resident requirements; notify Director of deadlines. Coordinate care plan appointments with families; enter social/spiritual histories and status changes (care plan, medications) in ECP. Education High school diploma or equivalent. Experience Minimum one (1) year as an administrative assistant in a physician’s office or supporting a nurse manager in a clinical setting. Knowledge/Skills Proficiency with Google Workspace (Docs, Sheets, Drive, Gmail, Calendar, Meet). Medical terminology knowledge preferred. Comfort with Gardens Care’s approved systems is required: Google Workspace (Docs, Sheets, Drive, Gmail, Calendar, Meet), ECP (care management), Sagely (life enrichment/activity documentation), and ADP (timekeeping, payroll, scheduling).

Special Requirements: Tools & Equipment Physical Activities Lift/carry up to 20 lbs. occasionally; push/pull up to 50 lbs. occasionally; climb/reach/ bend/twist occasionally. Frequent talking and listening; typically sits ~7 hrs and stands/walks ~1 hr per 8‑hr day.

Physical Requirements: Sedentary work – up to 10 lbs. occasionally; negligible constant force to move objects. Visual Requirements Clerical/administrative: analysis, computer, reading. Office environment; not substantially exposed to adverse conditions. In the course of their duties, employees may encounter residents with a range of medical and health-related needs. Gardens Care upholds comprehensive safety and infection-control standards, equipping staff with training, resources, and protective measures that prioritize the health and dignity of every individual. This approach reflects our commitment to providing care that is safe, respectful, and supportive for both residents and employees. Operational Needs As members of the Gardens Care team, employees are expected to support reasonable supervisory direction to meet operational needs. Flexibility and teamwork help us maintain exceptional, person‑centered service for residents and families. Acknowledgment By signing below, I acknowledge that I have read and understand this job description and agree to perform the duties described herein.