Assistant Administrator Job Description: Top Duties and Qualifications

An Assistant Administrator, or Administrative Assistant, is in charge of carrying out day-to-day organizational tasks and facilitating efficient communication across an entire office or specific department. They answer phones, manage office calendars, update databases and complete general clerical work and recordkeeping tasks.

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Assistant Administrator duties and responsibilities

Use this section to outline your expectations of your new Assistant Administrator. It is helpful to include how your new Assistant Administrator will work with your company as a whole. Include their daily functions and responsibilities, which might involve the following:

  • Arranging staff meetings and scheduling appointments
  • Answering or transferring phone calls and taking messages for select staff members
  • Maintaining the office calendar
  • Writing memos, correspondence, invoices, receipts, spreadsheets and other reports as needed
  • Keeping the office database and filing system up to date and organized
  • Purchasing office supplies and work with vendors
  • Working with office equipment vendors to purchase and maintain office equipment such as printers and fax machines
  • Sorting and delivering all mail and faxes
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Assistant Administrator Job Description Examples

 

Example 1

Assistant Administrator – Assisted Living Facility

  • Excellent Benefits
  • Supportive Management

    The Woodhaven Assisted Living Facility isseeking an experienced Assistant Administrator. The Assistant Administrator will be responsible for leading and managing daily operations to achieve positive resident outcomes and business culture goals. We have our eye out for a candidate with excellent leadership skills, a focus on resident care, and employee morale. The chosen candidate is hard working, growth oriented, and demonstrates excellent problem-solving skills.

    Qualifications:

  • Minimum – a Bachelor’s Degree in an appropriate discipline.
  • Knowledgeable in Nysdoh regulations.
  • Leadership/Managerial ability and experience.
  • Minimum of two years’ experience as an Administrator or Assistant Administrator in LTC setting

    Benefits:
  • Competitive Salary
  • Health & Dental Insurance available
  • Paid time off
  • Paid Sick Time Off
  • Paid Holidays Off
  • Paid Training Provided
  • Unlimited employee referral bonuses
  • Growth and development paths specific to your interests – Incentive Bonuses Offered
  • Supportive management - open door policy
  • Reliable schedule
  • PPE provided

    Qualifications:
  • Basic construction and repair experience
  • Prior experience as a Maintenance Worker in an Assisted Living Facility a BIG PLUS but not required
  • Ability to interact with the Residents with respect and dignity
    WHY WORK AT THE W GROUP? The W Group is proud to be the largest provider of senior living and adult care in the state of New York. The W Group is an amazing, values-based company culture ripe with collaboration, encouragement and camaraderie. We offer a track to growth based on what you put into the role and your passion for learning in the company. In your role you’ll have the ability to innovate and make an impact with your ideas in real-time.

    Job Type: Full-time

    Pay: $60,000.00 - $75,000.00 per year

    Benefits:
  • 401(k)
  • Dental insurance
  • Health insurance
  • Life insurance
    Schedule:
  • 8 hour shift
  • Day shift
  • Weekend availability
    Supplemental Pay:
  • Signing bonus

    Experience:
  • Administrator: 1 year Location: One location
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    Example 2

    Mandatory COVID-19 vaccination effective 9/1/2021

    Episcopal Homes of Minnesota is a leader in senior care services. We offer homes and services for people in Senior Apartments, Assisted Living, Memory Care, and Skilled Care centers in the Midway area of St. Paul. We complement our homes with a home care service, foundation, a management company and a robust campus life program that provides a fitness center, pool, theater, 1st class dining room, pub and special events.

    Job Summary:

    We currently have a unique opportunity for an Assistant Administrator to join our team and support the operations of our two nursing homes. Episcopal Church Home is a 131 bed Long Term Care and Transitional Care facility in the Midway area of St. Paul. The Gardens is a 60 bed long term care facility which was designed to follow the innovative Greenhouse Model of care. Both locations reside on the same campus.

    The Assistant Administrator will directly support both nursing homes working with the facility Administrators on the day to day operations and improvement projects.

    This position will also have oversight as the Project Manger for both facilities in a performance improvement grant which begins Jan 1, 2022. The SkIP Grant will be facilitated through Care Choice which is a cooperative made up metro area nursing homes focused on leading quality improvement initiatives to improve patient care. The SkIP project manager will be responsible for overseeing the implementation of the facility components of the project. The intent of the grant is to improve the quality of life/care of our residents through the development and oversight of a skin integrity program.

    Essential Functions:
  • Grant Administrator Job Duties

  • Leads the SkIP grant team in achieving the project components and goals.
  • Attends SkIP project manager meetings and all train the trainer education sessions as scheduled.
  • Establishes internal processes for monitoring data related to the grant and progress towards project goals.
  • Oversees the submission of all required Care Choice data.
  • Creates and submits regular narrative reports to the Care Choice Collaborative on the facility grant progress.
  • Oversees the grant budget and ensures that costs are contained to the grant pre-determined budget.
  • Educates facility staff on grant initiatives and learning modules.

  • Assistant Administrator Job Duties

  • Assists in day to day oversight of both buildings.
  • Participates in initiatives to improve resident care.
  • Works with Administrators on staff relations.
  • Works on special projects assigned by the Administrators.
  • Serves as the active Administrator on duty when required.

    Position Type/Expected Hours of Work: Full time - daytime hours. Monday - Friday.

    Some of the benefits of joining our team include:

  • Opportunity for growth and professional development.
  • Scholarship opportunities for career advancement.
  • Generous Health & Dental Insurance Package Options
  • Paid time off & eight paid holidays
  • Extended Illness Bank
  • Employer-matched retirement savings program
  • On-site fitness center, pool and Life+ programs available to staff
  • Our bistro serves Caribou Coffee. Enjoy a beautiful atrium by the courtyard on your break.
  • Two unique care centers built around the concept of creating a home-like atmosphere.
  • Staffing levels significantly above average Ranked 5 stars by federal and state agencies.
  • Easy access on freeways and roads from all sides of the city.
  • A small community feel in a unique urban setting on St. Paul's Green Line.

    Minimum Qualifications:

  • High school diploma

    Preferred Qualifications:

  • Current LNHA license or intent to complete LNHA within first year of hire.

    Job Type: Full-time

    Benefits:
  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Employee assistance program
  • Flexible schedule
  • Flexible spending account
  • Health insurance
  • Health savings account
  • Life insurance
  • Paid time off
  • Referral program
  • Tuition reimbursement
  • Vision insurance
    Schedule:
  • Day shift
  • Monday to Friday

    COVID-19 considerations:
    Mandatory COVID-19 vaccination effective Location: One location
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    Example 3

    The Assistant Administrator at Daytona Beach Health and Rehabilitation will assist with the oversight and management of every department within the long term care facility. Areas such as nursing and medical services are planned, evaluated and carried out properly, social services and activity programs to make sure they meet the physical, emotional and psychological need of residents. Assistant Administrator also supervises the dietary, medication management and physical therapy programs offered at their centers, and in addition are responsible for human resource functions and financial management of the facility. Directors of Nursing, Assistant Directors of Nursing, etc are ideal candidates for this role.

    Duties and Responsibilities

  • Ensure that each resident receives the necessary nursing, medical and psychological services to attain and maintain the highest possible mental and physical functional status.
  • Recruit, interview, hire and maintain personnel to supervise and direct the activities of the departments
  • Supervise and direct department directors in recruiting, interviewing, hiring, counseling, disciplining and terminating personnel to maintain and ensure an adequate staff of qualified personnel at all times.
  • Review and interpret monthly financial statements and provide information to the facility’s' governing board.
  • Assist in the establishment and maintenance of adequate accounting systems.

    Qualification:

  • Active Administrators License or the ability to obtain a license
  • Marketing background preferred
  • Must possess ability to efficiently problem-solve, plan, organize, develop, implement, and interpret programs, goals, objectives, policies, and procedures necessary for providing quality care and maintaining a sound operation.
  • Must be able to maintain good staff relations and employee moral
  • Good human relation skills, strong verbal and written communication skills
  • Patience, tact, enthusiasm and positive attitude toward the elderly
  • Must be at least 18 years of age
  • Must be able to speak, read, write and understand English
  • Must be capable of performing the Essential JOB Functions and Physical AND Sensory Requirements FOR ALL Functions necessary for the job.

    We offer a competitive benefits and salary package as well as a supportive leadership framework for a rewarding and successful work environment.

    Become a part of a dynamic organization that truly believes in the compassionate delivery and value of the services we provide to the residents we serve, to the care and development of our staff, and to the communities we serve.

    EOE

    Job Type: Full-time

    Benefits:
  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Health insurance
  • Life insurance
  • Paid time off
  • Vision insurance
    Schedule:
  • 8 hour shift

    Experience:
  • long term care: 3 years (Required)

    License/Certification:
  • nursing home administrator (LNHA) license Location: One location
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    Example 4

    Assistant Administrator/Behavior Specialist

    ROLE: Assistant Administrator/Behavior Specialist

    Qualifications:A qualified candidate will have a degree in one or more of the following areas: Master’s Degree in Educational Leadership, Education, Social Work, Counseling or Related Field.

    Required Skills:
  • Highly committed to working in a collaborative school environment
  • Prior experience working with at-risk youth and families, schools and community agencies
  • Bilingual (Spanish/English) preferred
  • Preferred experience leading and/or working with a Professional Learning Community (PLC)
  • Understanding and/or experience in implementing Trauma Informed Practices
  • Excellent problem solving and relationshipbuilding skills
  • Excellent verbal and written communication skills
  • Excellent technology skills (Google Suite)
  • Preferred experience working in guidance and creating student schedules

    Licensure:Professional Educator License (PEL); General Administrative Endorsement -

    Willing to work towards becoming Illinois Certified Evaluator, PEL with Guidance and Counseling Endorsement, PEL with Social Work Endorsement

    Function: Supports and maintains a positive and safe school climate in conjunction with school personnel.

    Reports TO:Principal

    Employee TERMS:200 days (Prorated through the end of the 2021-2022 school year)

    Salary RANGE AND Benefit TERMS:(Prorated based upon days worked for the remainder of the 2021-2022 school year.)

    Salary Range: Based upon previous professional experience ($63,000-$68,000)

    Sick, Personal, and Bereavement Days: 10 Sick, 3 Personal, and 3 Bereavement Days

    Benefits: Per DuPage County Benefit Offering(s)

    Description OF TASKS AND Responsibilities:
  • Serves as the person in charge when the principal is out of the building
  • Maintains a presence on the Center for Student Success Campus and assists in supervising students and staff
  • Creates and coordinates positive student interventions and supports
  • Monitors student behavior, attendance and academic progress in order to recognize successes as well as works with the team to problem solve strategies for improvement and adjust student goals as needed
  • Keeps current on research-based practices and implementation as it relates to student behavior guidelines
  • Serves as a resource for staff regarding age-appropriate behavior expectations and management
  • Demonstrates best practices and implementation of successful student behavior management strategies through a trauma sensitive lens
  • Takes the lead in managing student discipline for Center for Student Success and communicating student disciplinary consequences to students’ home schools
  • In collaboration with School Social Worker,facilitates resolution of student conflict incorporating restorative practices
  • Communicate with parents and key stakeholders within a Multi-tiered Systems of Support (MTSS)
  • Records and maintains student behavior documentation to facilitate data-driven decision-making
  • Performs periodic safety checks with students
  • Assistsin the implementation and administration of crisis management plan and school safety requirements
  • Oversees student attendance and potential/existing truancy cases for Partners for Success (PFS) and serves as the building liaison to the DuPage Regional Office of Education for truancy
  • Responsible for creating and implementing PFS master schedule
  • Assumes other responsibilities as assigned by the Building Principal and/or ALOP and Rebound Program Coordinator

    Questions, contact Matt Jeffrey [phone number]

    Job Type: Full-time

    Pay: $63,000.00 - $68,000.00 per year

    Benefits:
  • Health insurance
  • Retirement plan
    Schedule:
  • 8 hour shift
  • Monday to Friday

    Education:
  • Master's Location: One location
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    What does an Assistant Administrator do?

    Assistant Administrators usually work in an office environment as support staff who help their colleagues stay organized and effectively communicate internally with one another and externally with clients. They schedule appointments and update shared calendars to reflect each employee’s commitments and availability. Assistant Administrators create spreadsheets and reports based on company records to make information more accessible for their colleagues. A key part of the Assistant Administrator role is ensuring that employees have access to the tools they need to complete their work by stocking office supplies, ordering inventory, distributing equipment and updating old tools.

    Assistant Administrators are in charge of working with vendors to maintain office equipment and supplies. Editing documents, basic bookkeeping and keeping files or libraries organized are all parts of the Assistant Administrator’s job. Creation of reports, spreadsheets and presentations may also be included in their job description. 

    Assistant Administrator skills and qualifications

    Use this section to describe the skills and qualifications you would like to see in your Assistant Administrator. It is a good idea to include education requirements, job experience, certifications and technical skills. Soft skills and personality traits that you think are important for success should also be included here:

    • Strong leadership skills
    • Excellent written and verbal communication
    • Experience with various forms of office software and equipment
    • Able to write reports and presentations
    • Good interpersonal skills
    • Ability to work with staff across multiple departments 
    • Ability to work with budgets and create spreadsheets

    Assistant Administrator salary expectations

    An Assistant Administrator makes an average of $15.57 per hour. Pay rate may depend on level of experience, education and the geographical location. 

    Assistant Administrator education and training requirements

    A high school diploma or the equivalent is usually preferred for an Assistant Administrator. Experience in using word processing and spreadsheet programs is also an important requirement. If your assistant administrator will be working within a medical or legal setting, community college or technical school classes may be required in order to learn industry-specific terminology and practices. Higher-level or executive Assistant Administrators may be required to have taken college classes or have a college degree.

    Assistant Administrator experience requirements

    Assistant Administrators may be considered an entry-level role. Entry-level Assistant Administrators usually have on-the-job training to prepare them for their day-to-day work. Assistant Administrators in specialized fields such as medical or legal may be required to have on-the-job experience prior to working for your company. To work on the executive level, assistant administrators usually need several years of work experience.

    Job description samples for similar positions

    If you’re recruiting for positions related to the Assistant Administrator, see our job descriptions for similar roles:

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    Frequently asked questions about Assistant Administrators

     

    Who does an Assistant Administrator report to?

    Depending on the seniority structure of their employer, Assistant Administrators can report to Administrative Managers, Administrative Directors or the head of a specific department. Because they are in charge of providing general clerical and organizational help to their team, Assistant Administrators also indirectly report to different leadership roles in an office environment. For example, the Assistant Administrator for the accounting department at a software company could be directly supervised by the firm’s Head Administrator while also reporting their workflow to Accountants, Bookkeepers and Financial Analysts to keep everyone updated on the status of different kinds of information.

     

    What qualities make a good Assistant Administrator?

    Some of the characteristics of a good Assistant Administrator are tenacity, resourcefulness and intuition. People who excel in Assistant Administrator roles are able to anticipate the needs of their colleagues and use that information to organize communications, company records and resources. They are natural problem-solvers and are flexible when handling new challenges. Good Assistant Administrators are also highy professional, friendly, outgoing and positive. These traits allow them to encourage people to work together and gain access to essential resources and information on behalf of their team.

     

    What is the difference between an Assistant Administrator and an Office Administrator?

    Some companies use the titles Assistant Administrator and Office Administrators interchangeably, but other organizations distinguish the two roles by their level of responsibility. Usually, Office Administrators have a more managerial role that involves overseeing the daily operations of an office, while Assitant Administrators actually carry out specific clerical tasks and communication responsibilities. For example, Office Administrators might schedule shipments for office supplies while Assistant Administrators would accept the shipment, stock shared office areas and pass out the supplies to their colleagues.

     

    What are the daily duties of an Assistant Administrator?

    On a regular day, Assistant Administrators begin by checking phone and email messages and directing them to the appropriate person. During their shift, they accept calls, greet customers, sort files, perform data entry tasks and send invoices to clients. They can send out reminders about appointments and meetings, arrange for transportation to corporate events and place orders based on the budgets they are given.

    Job Description Examples

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