Administrative / Office Assistant

Visiting Angels Of Va; Waynesboro (VA); On-site; USD 36,000 - 48,000; Full time

Job summary

Visiting Angels Of Va is seeking an organized Office Assistant to support daily scheduling, coordination, and caregiver mentorship. This role partners with the Staffing Director to ensure high-quality coverage for clients and supports caregivers in day-to-day success.

Ideal candidates will be detail-oriented, energetic, and people-focused, thriving in a fast-paced healthcare environment. The position emphasizes scheduling, data entry, recruitment support, and strong communication to keep

Qualifications

• Associate’s degree preferred.
• Minimum of 1 year experience in a healthcare office.
• Proficiency with Google Workspace, Microsoft Office, scheduling software, and healthcare systems.
• Strong written and verbal communication skills.
• Ability to remain organized and professional in a fast-paced environment.

Responsibilities

• Assist with scheduling caregivers for new clients and open shifts.
• Maintain caregiver-client assignment consistency and update schedules in real time.
• Manage caregiver and client records in scheduling and database systems.
• Support onboarding, interviews, and staff communications.

Skills

Written and verbal communication

Calm under pressure

Customer service mindset

Education

Associate’s degree preferred

Tools

Google Workspace

Microsoft Office

Scheduling software

Healthcare systems

Job description

About Us

Visiting Angels is proud to be voted the #1 Home Care Agency in the U.S. We are known for delivering compassionate, high-quality care—and for supporting the dedicated caregivers who make that possible. We offer a strong team culture, opportunities for advancement, and meaningful work that truly makes a difference.

Position Overview

The Office Assistant plays a vital role in supporting the daily scheduling, coordination, and mentorship of our caregiver team. This position works closely with the Staffing Director and team to ensure consistent, high-quality coverage for our clients while supporting caregivers in their day-to-day success.

This is an ideal role for someone who is organized, energetic, people-focused, and thrives in a fast-paced healthcare environment.

Key Responsibilities

Caregiver Scheduling & Coordination

• Assist with scheduling caregivers for new clients and open shifts on existing cases

• Help maintain consistency in caregiver-client assignments

• Communicate daily scheduling updates with caregivers and clients

• Monitor and update schedules in real time to ensure accuracy

Administrative & Systems Support

• Maintain accurate caregiver and client records in scheduling and database systems

• Review telephony logs daily and make corrections to support accurate payroll and billing

• Ensure timely and accurate data entry across all systems

Recruitment & Caregiver Support

• Assist with recruiting efforts using an Applicant Tracking System (ATS)

• Conduct initial caregiver interviews (virtual and in-person)

• Reinforce company policies, procedures, and expectations

• Support caregiver onboarding, evaluations, and performance improvement processes

Team Communication & Reporting

• Provide regular updates to the office team regarding open shifts after exhaustive staffing efforts

• Share caregiver supply and demand updates with the marketing team

• Escalate appropriate concerns to the Staffing Director

Client & Caregiver Relations

• Maintain positive, professional relationships with clients, families, caregivers, referral sources, and team members

• Provide encouragement, guidance, and support to caregivers

• Uphold strict confidentiality at all times

Additional Duties

• Participate in on-call rotation as directed (evenings/weekends)

• Assist with general office duties including phone support, filing, and reception

• Perform other duties as assigned by management

Qualifications

• Associate’s degree preferred

• Minimum of 1yearexperience in a healthcare office setting (private duty home care strongly preferred)

• Proficiency with Google Workspace, Microsoft Office (Word, Excel, Outlook), scheduling software, and healthcare systems

• Strong written and verbal communication skills

• Ability to remain calm, flexible, resilient, and professional in a high-energy environment

• Excellent organizational, multitasking, and follow-through skills

• Strong customer-service mindset with a commitment to client and caregiver excellence