JOB DESCRIPTION Administrative Assistant
Reports to: ADC Administrator & Director
Job Summary
The Administrative Assistant supports daily administrative operations and ensures compliance across assigned centers. This role requires frequent travel between locations to monitor operations, supervise compliance, and report findings to administration. The Administrative Assistant may temporarily assume supervisory responsibilities when needed but primarily functions in an administrative and compliance oversight role.
Key Responsibilities
Administrative Duties
- Manage emails, phone calls, and daily communications
- Maintain calendars, schedules, and internal coordination
- Keep records, files, and reports accurate and up to date
- Prepare and submit administrative reports to leadership
- Maintain employee and participant records in compliance with regulations
Compliance & Monitoring (Primary Function)
- Travel regularly to assigned centers to monitor operations
- Ensure staff follow company policies, procedures, and regulatory requirements
- Verify compliance with attendance, safety, sanitation, and documentation standards
- Identify issues, risks, or non-compliance
- Report findings clearly and timely to Administrator/Director
- Follow up to ensure corrective actions are implemented
Operational Oversight
- Monitor employee performance, punctuality, and adherence to duties
- Support supervisors in maintaining smooth center operations
- Assist in resolving operational issues when needed
- Ensure participants receive proper care and services
Supervisor Coverage (As Needed)
- Temporarily assume supervisor responsibilities when required
- Support team coordination and workflow during supervisor absence
- Ensure continuity of operations at assigned locations
Communication & Reporting
- Act as a liaison between centers and administration
- Provide regular updates on compliance, performance, and issues
- Escalate urgent matters immediately
Requirements
- Valid driver’s license and reliable vehicle (required)
- Ability to travel frequently between multiple locations
- Strong organizational and reporting skills
- Attention to detail and compliance mindset
- Strong communication and problem-solving skills
- Ability to work independently and take initiative
- Bilingual (English/Spanish preferred)
- Proficiency in Microsoft Office (Word, Excel, Outlook)
Experience
- Minimum 2 years in administrative, operations, or supervisory role
- Experience in healthcare or Adult Day Care preferred
