Administrative Coordinator

Position Title: Administrative Staffing Coordinator
Reports To: Vice President of Hospice Clinical Operations
FLSA Classification: Non-Exempt

Position Summary

The Administrative Staffing Coordinator is responsible for coordinating and supporting administrative activities within Hospice Clinical Operations, including the planning, scheduling, and ongoing coordination of hospice aides and homemakers in accordance with RN requests, physician orders, and established plans of care.

The Administrative Staffing Coordinator maintains accurate daily staffing schedules, facilitates communication among staff, patients, and families, and helps ensure that appropriate services are available to support patient and family needs. The position also provides administrative support to clinical leadership and performs a variety of office coordination and operational functions.

Essential Duties and Responsibilities

1. Represents Niagara Hospice in a professional, courteous, and compassionate manner at all times.
2. Maintains strict confidentiality of patient, family, employee, organizational, and Board information in accordance with applicable laws, regulations, and Niagara Hospice policies.
3. Maintains accurate, timely, and real-time scheduling information in the electronic medical record (EMR) and other designated systems.
4. Coordinates and maintains daily staffing schedules for hospice aides and homemakers based on RN requests, physician orders, patient needs, and established plans of care.
5. Communicates with hospice staff, patients, and families regarding schedules, staffing changes, service needs, and other scheduling-related matters.
6. Identifies and communicates staffing concerns, gaps, changes, and potential service issues to appropriate clinical leadership.
7. Works collaboratively with clinical leadership to support continuity of patient services and appropriate staffing coverage.
8. Fields telephone calls, messages, interruptions, and inquiries; schedules meetings; and provides administrative support as assigned.
9. Assists clinical directors with administrative and other assigned clinical support activities, within the scope of the position.
10. Assists with answering and directing clinical calls as needed and ensures calls are appropriately routed to the appropriate clinical personnel.
11. Sorts and distributes incoming mail and other correspondence.
12. Organizes, evaluates, and monitors administrative office operations to support an efficient and professional work environment.
13. Communicates administrative procedures, processes, and information to Hospice supervisors and other staff as assigned.
14. Performs routine administrative duties necessary to support the operations of the department.
15. Maintains current electronic and/or hard-copy policy and procedure files and assists with updating policy manuals and related materials when revisions are approved.
16. Maintains records of contracted vendor agreements and contracts and assists with tracking required documentation and renewal information.
17. Orders, organizes, and maintains adequate supplies of office materials, forms, stationery, business cards, and other administrative supplies.
18. Orders, organizes, and maintains kitchen, building, and other operational supplies as assigned.
19. Maintains the staff directory and ensures information is reviewed and updated on a quarterly basis and distributed as appropriate.
20. Records and prepares meeting minutes as assigned.
21. Maintains confidentiality of patient and family information and supports the protection of patient and family rights.
22. Maintains confidentiality of employee, leadership, Board, and organizational information.
23. Promotes positive working relationships and effective communication among staff, patients, families, referral sources, and other individuals interacting with Niagara Hospice.
24. Demonstrates sensitivity, professionalism, and compassion when interacting with patients and families receiving end-of-life care.
25. Supports and adheres to all elements of the Niagara Hospice Corporate Compliance Program.
26. Maintains accurate records and documentation related to assigned administrative and staffing responsibilities.
27. Performs other duties and responsibilities as assigned that are reasonably related to the position and organizational needs.

Qualifications

Education and Experience

• High school diploma or equivalent required.
• College coursework or degree in business administration, healthcare administration, office management, or a related field preferred.
• Coursework or formal training in office management preferred.
• Minimum of two years of experience in a medical, healthcare, hospice, home health, or similar office environment preferred.

Knowledge, Skills, and Abilities

The successful candidate will demonstrate:

• Strong organizational skills and attention to detail.
• Ability to prioritize multiple tasks and effectively manage changing demands.
• Ability to work independently while functioning effectively as part of a team.
• Ability to exercise sound judgment and make appropriate independent decisions within the scope of the position.
• Strong verbal and written communication skills.
• Professional telephone etiquette and interpersonal skills.
• Ability to communicate tactfully and professionally with employees, patients, families, referral sources, government agencies, vendors, and the general public.
• Ability to maintain confidentiality and exercise discretion when handling sensitive information.
• Ability to work effectively in a fast-paced environment with frequent interruptions and changing priorities.
• Creativity, flexibility, and effective problem-solving skills.
• Personal responsibility, dependability, integrity, and accountability.
• Emotional maturity and demonstrated compassion for patients and families receiving hospice services.
• Willingness to develop an understanding of hospice philosophy, end-of-life care, and the needs of dying patients and their families.
• Knowledge of general office procedures, equipment, and administrative practices.
• Computer literacy and proficiency with electronic systems, including EMR and standard office applications.
• Ability to establish and maintain effective working relationships with individuals at all levels of the organization.

Physical Demands

The position may require:

• Periods of prolonged sitting.
• Intermittent reaching, stooping, bending, kneeling, and crouching.
• Ability to read, write, and comprehend English sufficient to perform essential job functions.
• Finger dexterity necessary for typing, keyboarding, filing, use of keypads, and other routine office tasks.
• Ability to exert up to 15 pounds of force as required by job duties.
• Ability to use standard office equipment and computer systems for extended periods.

Work Environment and Conditions

The position is primarily performed in an office environment with no anticipated hazardous or significantly unpleasant working conditions. The position may involve frequent telephone calls, interruptions, changing priorities, and interaction with patients, families, employees, vendors, and members of the public.

General Statement of Responsibilities

This job description is intended to describe the general nature and level of work performed by an employee in this position. It is not intended to be an exhaustive or comprehensive list of all duties, responsibilities, qualifications, or working conditions associated with the position.

Employees may be required to perform other duties and responsibilities that are reasonably related to the position or are necessary to meet the operational needs of Niagara Hospice. During circumstances deemed necessary by administrative or clinical leadership, employees may be assigned duties outside their usual functions when appropriate and within applicable laws, regulations, licensure, competency, and organizational policies.