Administrative Assistant

Administrative Assistant

The Administrative Assistant is a vital part of the agency's operations team, responsible for ensuring that clients receive consistent, high-quality care through effective recruitment, onboarding, and scheduling of qualified caregivers. This role combines human resources, staffing coordination, and client service to maintain full coverage for all active cases while supporting the agency's mission of compassionate, reliable, and professional home health care.

The Administrative Assistant will be responsible for building and maintaining a reliable pool of caregivers by identifying, attracting, and retaining top talent. They will handle all aspects of the hiring process from job postings and interviews to credential verification and orientation. Once hired, caregivers will be scheduled appropriately to match client needs, ensuring both compliance and continuity of care.

This position requires exceptional organizational skills, attention to detail, and strong interpersonal communication. The ideal candidate thrives in a fast-paced environment, demonstrates sound judgment, and maintains professionalism when managing competing priorities or last-minute staffing challenges.

Key Responsibilities

• Develop and implement creative recruiting strategies to attract qualified caregivers (HHAs, PCAs, CNAs, LPNs, RNs, etc.).
• Post job openings on various online platforms, job boards, and community networks.
• Conduct phone screenings, in-person or virtual interviews, and reference checks.
• Verify licenses, certifications, work eligibility, and background screenings.
• Coordinate and facilitate new hire orientation and training sessions.
• Maintain an active pipeline of candidates to ensure staffing coverage for new and ongoing cases.

• Match caregivers to client cases based on skill set, availability, and client preferences.
• Manage and update staff schedules daily, ensuring adequate coverage for all shifts.
• Communicate schedule changes promptly to caregivers, clients, and supervisors.
• Handle call-outs, emergencies, and last-minute scheduling adjustments in a timely manner.
• Maintain accurate and up-to-date scheduling records within the agency's scheduling software.

• Build and maintain positive relationships with caregivers to promote retention and engagement.
• Address staff concerns, attendance issues, and performance matters professionally and promptly.
• Work collaboratively with the clinical and administrative team to ensure quality and continuity of care.
• Communicate with clients and families as needed regarding caregiver schedules, replacements, or service updates.

• Ensure all caregiver files and credentials remain current and compliant with state, federal, and agency requirements.
• Track and follow up on expiring credentials such as TB tests, CPR certifications, and physicals.
• Generate and maintain reports related to staffing, recruitment metrics, and compliance.
• Support other HR or operational functions as assigned by management.

Qualifications

• High school diploma or GED required; Associate or Bachelor's degree in Human Resources, Healthcare Administration, or related field preferred.
• Minimum 12 years of experience in recruitment, scheduling, or staffing preferably in a home health or healthcare setting.
• Knowledge of home care compliance standards, caregiver credentialing, and healthcare scheduling software preferred.
• Excellent verbal and written communication skills.
• Strong organizational, problem-solving, and multitasking abilities.
• Ability to remain calm and professional under pressure and during urgent staffing needs.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and scheduling platforms (e.g., Alora, ClearCare, HHAeXchange, etc.).

Core Competencies

• Attention to Detail: Ensures accuracy in all scheduling and documentation.
• Team Collaboration: Works effectively with office staff, caregivers, and clients to achieve shared goals.
• Adaptability: Handles changes and emergencies with professionalism and efficiency.
• Customer Service Orientation: Demonstrates empathy, patience, and responsiveness to client and employee needs.
• Time Management: Prioritizes multiple demands and meets deadlines consistently.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person

Monday- Friday 8:00am-4:00pm