Administrative Assistant - Healthcare Support

JOB PURPOSE        

• This role will focus on scheduling coordination, administrative support, staff-client alignment, and documentation management to ensure high standards of care delivery and operational continuity. The role requires independent judgment, strong organizational skills, and the ability to multitask in a fast-paced healthcare environment.

KEY ROLES & RESPONSIBILITIES:

• Schedule weekly visits for field staff (nurses, therapists, aids) in alignment with clinical directives.
• Adjust and update schedules promptly in response to changes or approvals.
• Review prior insurance authorizations to ensure compliance with approved visit plans.
• Report scheduling issues and client concerns to clinical managers in a timely and effective manner.
• Manage and document employee performance issues (e.g., absenteeism, unreliability, non-compliance).
• Collaborate with supervisors to resolve client complaints and ensure service continuity.
• Lead or support internal scheduling projects as directed by the Branch Manager or Administrator.
• Participate in staff training on documentation procedures aligned with care plans.
• Contribute to ongoing quality improvement initiatives and committee activities.
• Perform other administrative or coordination duties as assigned.

Educational Qualifications, Experience & Competencies

• Bachelor’s degree in business administration, Healthcare Management, or a related field.
• Minimum 3 years of experience as an administrative assistant, office manager, program coordinator, or scheduling coordinator, preferably within the healthcare industry.
• Excellent interpersonal, written, and verbal communication skills.
• Strong planning, prioritization, and time management abilities.
• Ability to apply judgment and common-sense decision-making in real-time situations.
• High level of computer literacy and proficiency in Microsoft Office Suite.
• Attention to detail and strong problem-solving skills.
• Ability to work independently and within a cross-functional team.
• Professional demeanor with a cheerful, positive attitude and strong work ethic.
• Experience with scheduling coordination in healthcare or similar sectors is highly desirable.