Administrative Assistant

Polaris Healthcare; Village of Spring Valley (NY); Vor Ort; USD 34.000 - 41.000; Vollzeit

Benefits dieser Stelle

Professional growth opportunities

Collaborative leadership team

Impact across multiple locations

Zusammenfassung

Polaris Healthcare is seeking an Administrative Assistant / Office Operations Coordinator to support daily operations in Spring Valley and Middletown, NY. The role reports to regional leadership and focuses on administrative and operational tasks across two locations.

The ideal candidate will be highly organized, a strong communicator, and capable of maintaining confidentiality while handling sensitive employee matters.

Qualifikationen

• 2+ years of administrative, office coordination, or office management experience.
• Excellent written and verbal communication skills.
• Ability to handle confidential information and sensitive employee concerns with professionalism and discretion.
• Strong problem-solving skills and ability to work independently.
• Proficiency in Microsoft Office, including Outlook, Word, and Excel.
• Ability to prioritize competing responsibilities in a fast-paced environment.
• Willingness and ability to work between the Spring Valley and Middletown office locations.

Aufgaben

• Oversee daily administrative operations at both Spring Valley and Middletown offices.
• Serve as a point of contact for office-related questions and general administrative needs.
• Maintain an organized, professional, and efficient office environment.
• Coordinate office activities, meetings, schedules, and administrative projects.
• Monitor office supplies, equipment, and operational needs.
• Assist leadership with reports, documentation, and special assignments.
• Identify opportunities to improve office processes and overall efficiency.
• Support recruitment, onboarding, scheduling, and HR-related tasks as overflow.
• Assist with employee paperwork, documentation, and recordkeeping.
• Help departments manage workloads, deadlines, and projects.
• Facilitate communication between departments and office locations.

Kenntnisse

Organizational skills

Multitasking

Time management

Written & verbal communication

Discretion / confidentiality

Problem solving

Prioritization

Tools

Microsoft Office (Outlook, Word, Excel)

Jobbeschreibung

Administrative Assistant / Office Operations Coordinator

Locations: Spring Valley & Middletown, NY
Pay Rate: $25.00–$30.00 per hour (based on experience)
Job Type: Full-Time
Schedule: Monday–Friday
Work Location: In-person, supporting both office locations

Position Overview

We are seeking a highly organized, proactive, and dependable Administrative Assistant / Office Operations Coordinator to support the daily operations of our Spring Valley and Middletown offices.

This individual will work directly under regional leadership, providing administrative and operational support to ensure both locations run smoothly and efficiently.

The ideal candidate is a strong multitasker, an effective communicator, and a natural problem-solver who thrives in a fast-paced environment. This position requires someone who can take initiative, handle sensitive employee matters professionally, and provide additional support to various departments as needed.

Key Responsibilities

Office Administration & Operations

• Assist with overseeing daily administrative operations at both the Spring Valley and Middletown offices.

• Serve as a point of contact for office-related questions, employee concerns, and general administrative needs.

• Maintain an organized, professional, and efficient office environment.

• Coordinate office activities, meetings, schedules, and administrative projects.

• Monitor office supplies, equipment, and operational needs.

• Assist leadership with reports, documentation, correspondence, and special assignments.

• Help identify opportunities to improve office processes and overall efficiency.

Employee Relations & Support

• Serve as an initial point of contact for employee questions, complaints, and workplace concerns.

• Listen to employee concerns, document information accurately, and elevate matters to appropriate leadership or Human Resources.

• Assist with employee follow-ups and ensure concerns are addressed in a timely and professional manner.

• Maintain strict confidentiality when handling sensitive employee information.

• Help promote a positive, respectful, and supportive work environment.

Departmental & Administrative Support

• Provide overflow assistance to recruiting, onboarding, scheduling, coordination, Human Resources, and other departments as needed.

• Assist with employee paperwork, documentation, and recordkeeping.

• Help departments manage increased workloads, deadlines, and special projects.

• Support communication and coordination between departments and office locations.

• Follow up on outstanding tasks to ensure timely completion.

• Assist with organizing employee engagement initiatives, meetings, and office events.

Leadership Support

• Work closely with leadership to execute daily operational priorities.

• Provide regular updates regarding office needs, employee concerns, and outstanding administrative tasks.

• Assist with implementing new processes, policies, and operational initiatives.

• Take ownership of assigned projects and ensure tasks are completed accurately and on time.

• Serve as a reliable resource for leadership when additional administrative or operational support is needed.

Qualifications

Required:

• 2+ years of administrative, office coordination, or office management experience.

• Strong organizational, multitasking, and time-management skills.

• Excellent written and verbal communication skills.

• Ability to handle confidential information and sensitive employee concerns with professionalism and discretion.

• Strong problem-solving skills and ability to work independently.

• Proficiency in Microsoft Office, including Outlook, Word, and Excel.

• Ability to prioritize competing responsibilities in a fast-paced environment.

• Willingness and ability to work between the Spring Valley and Middletown office locations.

Preferred:

• Previous experience in home care, healthcare, or a related industry.

• Experience supporting multiple office locations or departments.

• Familiarity with employee relations, Human Resources, recruiting, or onboarding processes.

• Experience working with Home Health Aides (HHAs) or other healthcare personnel.

• Bilingual skills are a plus.

What We're Looking For

We are looking for someone who is more than just an administrative assistant. We need a dependable, resourceful, and motivated individual who can anticipate needs, take initiative, and help keep our offices operating efficiently.

The successful candidate will be:

• Proactive: Able to identify needs and take action without constant direction.

• Organized: Capable of managing multiple tasks, departments, and priorities.

• Approachable: Someone employees feel comfortable speaking with regarding questions or concerns.

• Professional: Able to handle difficult conversations and sensitive situations appropriately.

• Flexible: Willing to step in wherever additional support is needed.

• Accountable: Committed to following through on responsibilities and meeting deadlines.

Compensation & Benefits

• Competitive hourly pay of $25.00–$30.00, depending on qualifications and experience.

• Full-time, Monday–Friday schedule.

• Opportunities for professional growth and advancement.

• Collaborative and supportive leadership team.

• Opportunity to make a meaningful impact across multiple office locations.