Administrative Care Coordinator

Administrative Care Coordinator

All About Caring Home Care is seeking an organized, dependable, and personable Administrative Care Coordinator to support our Brooklyn Park corporate office. This position combines caregiver scheduling, front-desk reception, and general administrative support.

The Administrative Care Coordinator will schedule approximately 10–15 caregivers, answer and appropriately route incoming calls, greet office visitors, assist employees and caregivers, and provide administrative support to the Human Resources and leadership teams.

The ideal candidate has one to three years of experience in home healthcare scheduling or a similar healthcare office environment. This individual must be comfortable managing changing priorities, handling confidential information, and communicating professionally with caregivers, employees, clients, vendors, and visitors.

Essential Duties and Responsibilities

Caregiver Scheduling

• Coordinate and maintain schedules for approximately 10–15 caregivers.
• Match available and qualified caregivers with open shifts.
• Monitor call-offs, late arrivals, schedule changes, and uncovered shifts.
• Contact caregivers regarding open shifts and scheduling needs.
• Confirm caregiver availability and communicate schedule updates promptly.
• Notify the appropriate supervisor of urgent staffing concerns.
• Maintain accurate scheduling information in the company's systems.
• Follow established staffing procedures and escalation guidelines.
• Assist with tracking caregiver availability, attendance, and scheduling patterns.

Reception and Telephone Support

• Answer incoming calls promptly and professionally.
• Identify the caller's needs and route calls to the appropriate department.
• Triage routine questions and urgent matters according to company procedures.
• Take accurate, detailed messages and ensure timely follow-up.
• Greet employees, caregivers, applicants, vendors, and other office visitors.
• Maintain a welcoming and professional front-office environment.
• Assist with coordinating appointments, meetings, and walk-in visits.

Administrative and Human Resources Support

• Provide general administrative assistance to the Human Resources team.
• Assist with organizing employee paperwork and maintaining administrative records.
• Help prepare onboarding materials, forms, correspondence, and informational packets.
• Assist employees with basic questions and direct more complex matters to HR.
• Support data entry, filing, scanning, copying, and document organization.
• Handle incoming and outgoing mail and distribute it to the appropriate departments.
• Track office supply inventory and place approved supply orders.
• Maintain shared office areas and ensure front-office materials are organized.
• Assist leadership and other departments with additional administrative projects as assigned.

Minimum Qualifications

• High school diploma or equivalent required.
• One to three years of experience in home healthcare scheduling, healthcare administration, reception, or a related position.
• Experience answering multi-line phones and assisting employees, clients, or visitors.
• Basic knowledge of caregiver scheduling and home healthcare operations.
• Proficiency with Microsoft Office, email, and electronic scheduling or recordkeeping systems.
• Ability to work in person at the Brooklyn Park corporate office.

Preferred Qualifications

• Previous experience coordinating schedules for home healthcare caregivers.
• Experience with Paylocity, AlayaCare, or similar workforce and scheduling systems.
• Experience supporting an HR, staffing, or healthcare administrative department.
• Knowledge of confidentiality requirements within a healthcare environment.

Skills and Abilities

• Strong organization and time-management skills.
• Professional telephone and customer-service skills.
• Clear written and verbal communication.
• Ability to remain calm when handling call-offs or urgent scheduling needs.
• Strong attention to detail and follow-through.
• Ability to prioritize multiple assignments in a fast-paced environment.
• Sound judgment when handling confidential employee and client information.
• Dependability, professionalism, and consistent attendance.
• Ability to work independently while collaborating with multiple departments.