Estimated Length: 24 months M-F 8:45-5

Minimum qualifications include excellent working knowledge of Microsoft Office, specifically Outlook, Word and Excel; the ability to work in a team and handle multiple, shifting priorities; good organizational skills; and familiarity working in electronic databases.  Candidates should be highly-motivated individuals and able to work in a fast paced, high volume office environment.

Preferred qualifications include a Bachelor’s degree and a Master’s degree is preferred.  Preferred experience includes performing administrative support responsibilities such as maintaining various tracking and database systems; preparing a variety of correspondence, reports and other written material; answering phones concerning policy or procedure; receiving and processing mail and fax documents; faxing and photocopying; data entry and maintaining paper and electronic filing systems.  Prior experience working in the clients, Office of Primary Care and Health Systems Management, Center for Health Care Provider Services and Oversight is preferred.

Responsibilities:

Program Operations

• Responsible for the general office management and clerical oversight of all Capital District Area Office nursing home surveillance activities.
• Participate in the scheduling and coordinating of all surveillance activities under the direction of the Long-Term Care Program Manager.
• Prepare monthly/yearly program reports as needed:  Capital District Area Office Long Term Care (LTC) Report.
• Prepare survey kits for Team Facilitators before upcoming surveys, including the creation of survey shells in ASPEN Central Office (ACO) and running CASPER reports.
• Monitoring the technical components of survey related ASPEN software activities.
• Assist in orienting new surveyors with office procedures, preparing business cards, etc.
• Maintain and oversee the survey status log.  Responsible for tracking all survey activities to ensure that surveys are completed in accordance with the State Operations Manual.
• Process surveys:  prepare Statements of Deficiencies and all survey related correspondence, upload survey information into ACO, close surveys when cycles are completed.
• Review plans of correction and documentation submitted by facilities during the post survey revisit review process.
• Coordinate the timely submission of Performance Evaluations for LTC surveyors.
• Maintain the facility listing of LTC facilities in the Capital District Area Office.
• Coordinate Informal Dispute Resolution activities for the Capital District Area Office.
• Provide back-up to complaint program when needed. 

CERTIFICATE OF NEED (CON)

• Coordinate all CON activities with the Principal Sanitarian.
• Maintain Capital District office databases related to CONs and facility operating activities as needed.

EDUCATION/TRAINING COORDINATION

• Obtain federal surveyor identification numbers for new surveyors in the LTC program in Capital District.
• Enter federal training course information into surveyors’ transcripts in the federal Learning Management System (LMS) database.
• Maintain CMS training, SMQT certification and LTCSP competency logs for all LTC surveyors.

ADMINISTRATIVE/OFFICE OPERATIONS

• Makes recommendations, prepares justifications and coordinates space/equipment/supplies planning and allocation.
• Supervises program support personnel to assure coverage of program needs.
• Orients new support personnel and oversees their quality of work.
• Confers with senior managers on program office equipment needs.
• Coordinates the ordering of program supplies and oversees the filing system.
• Coordinates updates and revises the nursing home provider communication list.  Assures distribution of updated information to all program staff.
• Assist in recruitment of support staff (i.e., interviewing applicants, calling for references, etc.)
• Respond to telephone inquiries from providers, residents, the public and other state offices as needed.
• Respond to public health emergencies and participate in preparedness related activities, training, and exercises as directed and needed.

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