Health Services Admin Lead - Operations & Care Coordination

The Gardens Care Homes; Scottsdale (AZ); On-site; USD 70,000 - 97,000; Full time

Job summary

The Gardens Care Homes seeks an Administrative Assistant to support the Director of Health Services in a fast-paced clinical environment. You will manage calendars, coordinate care plans, and handle documentation and audits to ensure smooth daily operations.

Ideal candidates bring at least one year of administrative experience in healthcare, strong Google Workspace skills, and familiarity with ECP, Sagely, and ADP systems to maintain resident and staff records accurately.

Qualifications

• High school diploma or equivalent.
• Minimum 1 year as an administrative assistant in a physician’s office or supporting a nurse manager in a clinical setting.
• Proficiency with Google Workspace and medical terminology; familiarity with the Gardens Care’s systems is a plus.

Responsibilities

• Review daily tickler files; print due items and organize tasks for completion.
• Maintain a monthly calendar for the Director with all required elements; prompt completion of calendar items.
• Perform audits as directed; report results to the Director and Executive Director; post notices for educational offerings and set up in‑service meetings (seating, AV, refreshments).
• Schedule appointments; screen calls; fax required documents to regional leaders within specified timelines; maintain education documentation.
• Enter assessment results; draft Plan of Care for Director approval; print QLA, Plan of Care, Face Sheet, EMS records; verify required components are present.
• Audit chart on day two post‑admission per best‑practice standards.
• Maintain tickler file for employee requirements; notify Director when items are due; set interviews; schedule orientation for nursing staff.
• Create/maintain monthly schedules for nurses and caregivers; replace call‑ins daily.
• Maintain tickler file for resident requirements; notify Director of deadlines.
• Coordinate care plan appointments with families; enter social/spiritual histories and status changes (care plan, medications) in ECP.
• High school diploma or equivalent.
• Knowledge/Skills: Proficiency with Google Workspace, Medical terminology knowledge preferred; familiarity with Gardens Care’s systems (Google Workspace, ECP, Sagely, ADP).

Skills

Google Workspace

Medical terminology

ADP timekeeping

Sagely documentation

ECP care management

Education

High school diploma or equivalent

Tools

Sagely

ADP

ECP

Job description

The Gardens Care Homes seeks an Administrative Assistant to support the Director of Health Services in a fast-paced clinical environment. You will manage calendars, coordinate care plans, and handle documentation and audits to ensure smooth daily operations.

Ideal candidates bring at least one year of administrative experience in healthcare, strong Google Workspace skills, and familiarity with ECP, Sagely, and ADP systems to maintain resident and staff records accurately.