Admin Assistant (RN) to the Director of the Infirmary

Job Description

Job Summary:
The Administrative Assistant (RN) to the Director of the Infirmary assists the Daughters of St. Paul in promoting the Gospel message by providing administrative assistance to the Director. The Administrative Assistant is responsible for assisting the Director with all operational, clinical coordination, staffing, inventory management, and regulatory aspects of the Infirmary including nursing services, the PACE program, activities, government benefits administration, housekeeping, and food services. Together with strong collaboration skills, attention to detail, and the ability to multi-task in a timely manner, this job requires a deep respect for religious life and the community living of the Daughters of St. Paul.

Job Responsibilities:

Leadership & Administration
1. Encourages a culture of dignity, respect, accountability, and compassionate service.
2. Translates congregational mission, values, and policies into daily operations and long-term planning.
3. Develops and implements strategic, operational, and quality improvement plans for the Infirmary.
4. Serves as the assistant liaison with congregational leadership, external partners, regulatory agencies, healthcare providers, and the Director of the Infirmary.
5. Together with the Director of the Infirmary, ensures that appropriate clinical, safety, and quality-of-care systems are in place to support the health, dignity, and well-being of the Sisters.
6. Shares responsibility with the Director for developing and maintaining staffing schedules for LPNs, CNAs, and HHAs across all shifts.

Staffing & Human Resources Oversight
1. Together with the Director of the Infirmary, oversees staffing operations for the Infirmary, ensuring appropriate coverage, skill mix, and compliance with state and federal regulations.
2. Together with the Director, ensures effective recruitment, onboarding, performance evaluation, and retention of staff.
3. Promotes a collaborative and respectful work environment across clinical and non-clinical teams.
4. Assists with weekly time card approvals as needed.
5. Together with the Director, ensures that personnel are familiar with fire drill regulations, evacuation procedures, and the disaster plan. Is responsible for maintaining and updating staff on safety and OSHA regulations that relate to the healthcare areas under her direction.
6. Together with the Director, ensures that emergency backup systems are working, fire extinguishers, defibrillators, and all clinical equipment are in working order.
7. Together with the Director, reviews all accidents relating to Infirmary Sisters or nursing personnel and investigates opportunities to prevent further instances of a similar nature. Ensure that all required OSHA accident forms are completed and submitted to the HR Office.
8. Works with administration to maintain compliance to federal, state, and local regulations for the facility.
9. In situations where adequate staffing coverage cannot be secured, the Administrative Assistant to the Director may, when available, provide temporary clinical support to ensure continuity of care for the Sisters. This especially applies to the times when the Director is not on site.

Clinical & Care Coordination Oversight
1. Supports person-centered care planning that respects the Sisters' medical, emotional, spiritual, and communal needs.
2. Maintains weekly and ongoing communication with the Director and Local Superior to review and update assessment and comprehensive care plan.
3. Together with the Director, develops and/or maintains nursing service objectives, standards of nursing practice, and nursing procedure manuals.

Medical Services
1. Together with the Director, maintains a record of each Sister's annual physical exams, mammograms, dental and eye exams, and other routine check-ups. Reminds the Sisters when the time has come to return for an appointment as needed.
2. Together with the Director, prepares updated medical face sheets for their doctor appointments, tests, and other medical appointments.
3. Together with the Director, updates and maintains the vaccination records for each Sister.
4. Together with the Director, copies, prepares, and records information in the Sisters' medical records with confidentiality. (Follows up with doctors' offices and hospitals to retrieve prior medical records, discharge summaries, test reports, films, etc. as necessary.)

PACE Program Oversight
1. Oversees the implementation and ongoing management of the PACE (Program of All-Inclusive Care for the Elderly) program with the Director.
2. Coordinates with PACE providers to ensure seamless integration with Infirmary services.
3. Monitors outcomes, compliance requirements, and resident participation.
4. Identifies opportunities to enhance care delivery through the PACE model.

Activities & Community Life
1. Backs up the Director as needed in overseeing the Activities Coordinator to ensure meaningful, age-appropriate, and mission-aligned programming.
2. Supports activities that promote physical health, cognitive engagement, social connection, and spiritual life.
3. Encourages community participation and resident input into programming.

Government Programs & Regulatory Compliance
1. Collaborates with the Government Programs Specialist in managing benefits and coverage, including Medicare, Medicaid/MassHealth, and related programs.
2. Attends monthly meetings with the MARCH (MA Residential Care Homes) Program on Zoom.
3. Ensures compliance with all applicable federal, state, and local regulations governing residential care homes.
4. Prepares for and participates in inspections, audits, and surveys.
5. Maintains accurate documentation, policies, and procedures.

Facilities, Housekeeping & Food Services
1. Assists the Director with oversight of housekeeping and food service operations to ensure a safe, clean, and welcoming environment.
2. Ensures nutritional services meet residents' dietary, medical, and cultural needs.
3. Together with the Director, collaborates with facilities and maintenance personnel as applicable to address safety and infrastructure needs.

Financial & Operational Management
Together with the Director of the Infirmary:
1. Participates in budget development and financial oversight for the Infirmary.
2. Monitors expenses, staffing costs, and resource utilization.
3. Ensures systems are in place for the procurement and availability of necessary supplies and equipment to support safe and effective care.
4. Verifies all invoices received and submits them to Provincial Accounting for payment.
5. Seeks efficiencies while maintaining quality and mission-centered care.

Qualifications & Experience
• Experience in healthcare administration, nursing, social work, gerontology, business administration, or a related field.
• Minimum of 3-5 years of experience in residential care, long-term care, assisted living, or a related healthcare setting.
• Demonstrated experience in working on multidisciplinary teams, including clinical and support staff.
• Knowledge of Massachusetts healthcare regulations and long-term care requirements.
• Strong organizational, communication, and leadership skills.
• Clinical background (RN or equivalent) is an asset.
• Experience working with religious communities or mission-driven, faith-based organizations.
• Familiarity with PACE programs and government healthcare benefits.

Core Competencies
• Mission-driven leadership and respect for religious life
• Strategic thinking and operational excellence
• Detail oriented with attention to accuracy and confidentiality
• Able to multi-task in a timely manner
• Collaborative and compassionate management style
• Regulatory and compliance awareness
• Strong problem-solving and decision-making skills
• Excellent interpersonal and communication abilities
• Ability to respond calmly and effectively in complex or sensitive situations.

About the Employer

As apostles of Jesus Christ,
evangelizing today's world:
We are CALLED to holiness by
God's living Word and Eucharist.
We COMMUNICATE the Gospel
message through our lives and
through all available forms of media.
We SERVE the Church by responding
to the hopes and needs of all
people with the word of God, in
the spirit of St. Paul.