Administrative Specialist – IDS Day Services & Operations

Barber National Institute; Pittsburgh (Allegheny County); On-site; USD 36,000 - 48,000; Full time

Job summary

Barber National Institute in Pittsburgh seeks an organized Administrative Professional to support the IDS Adult Day Services team and ensure efficient day-to-day operations.

The role requires meticulous data entry, records management, and strong communication with staff, individuals served, families, and visitors.

A background in healthcare administration and proficiency with CareLogic and Workday will help you coordinate referrals, onboarding, and meetings.

Qualifications

• High school diploma or equivalent required.
• Must be at least 18 years of age.
• Previous administrative or office support experience preferred.
• Experience with data entry, records management, scheduling, or office coordination preferred.
• Ability to learn and navigate multiple software systems, including CareLogic, Workday, Dayforce, SurveyMonkey, and Track It.

Responsibilities

• Enter and maintain accurate data in CareLogic and generate reports.
• Upload satisfaction surveys and track responses.
• Organize and maintain electronic and physical records.
• Order office supplies and coordinate stationery requests.
• Reconcile credit card transactions and approve purchases in Workday.
• Monitor shared email inboxes and route messages.
• Coordinate facility maintenance requests in Track It.
• Manage department mail distribution.
• Support staff registrations for trainings and travel.
• Serve as Referral Coordinator by processing referrals.
• Assist with onboarding and Dayforce registration.
• Greet visitors, manage building access, and answer phones.
• Coordinate meetings and staff recognition events.
• Assist leadership with administrative projects and operations.

Skills

Organizational skills

Data entry

Written and verbal communication

Customer service mindset

Independent but collaborative

Discretion with confidential info

Microsoft 365

Education

High school diploma or equivalent

Tools

CareLogic

Workday

Dayforce

SurveyMonkey

Track It

Job description

Barber National Institute in Pittsburgh seeks an organized Administrative Professional to support the IDS Adult Day Services team and ensure efficient day-to-day operations.

The role requires meticulous data entry, records management, and strong communication with staff, individuals served, families, and visitors.

A background in healthcare administration and proficiency with CareLogic and Workday will help you coordinate referrals, onboarding, and meetings.