Hospice Administrative Assistant

Transitions Hospice - Illinois; Champaign (IL); On-site; USD 42,000 - 60,000; Full time

Benefits offered by this job

Competitive salary

Medical/Dental/Vision Insurance plans

Life Insurance

401(k) matching

Company Equipment

Paid Time Off

Job summary

Transitions Hospice seeks a Team Assistant & Volunteer Coordinator to support office operations and the clinical team at our Champaign branch.

You will manage scheduling, data entry, medical records, and our volunteer program, partnering closely with nurses, social workers, and HR to ensure smooth daily operations.

The role emphasizes organized, people-first service, with a focus on dignity and compassionate end-of-life care for patients and their families.

Qualifications

• Bachelor's degree preferred; advanced Human Services degree a plus.
• 2+ years in a healthcare setting.
• Hospice or volunteer coordination experience preferred.
• Strong organizational and documentation skills.
• Ability to work independently and with clinical/admin teams.
• Compassion for patients, families, and volunteers.

Responsibilities

• Schedule, fax, phone calls, and day-to-day staff requests.
• Enter patient data and keep medical records up to date.
• Manage orders, plans of care, and discharge paperwork.
• Schedule NP/MD encounters and audit spreadsheets.
• Prepare IDG meeting materials and act as scribe.
• Develop and oversee volunteer training and orientation.
• Recruit and select volunteers through multiple sessions yearly.
• Coordinate volunteer needs with patients and care teams.
• Maintain volunteer files and monthly program statistics.
• Represent volunteer services to community groups.
• Assist with budget and quality improvement activities.

Skills

Scheduling

Data entry

Medical records

Volunteer coord

Office support

Education

Bachelor's degree preferred

Tools

Records management

Job description

Description

Schedule: 12 hour shift (3 days one week, 4 days one week)

Rotating schedule, including every other weekend, working every Tuesday 8a-2p

The Heart Behind the Team

At Transitions Hospice, we don't just manage care — we protect dignity, comfort, and the moments that matter most. We've reimagined hospice to be something different: compassionate, unhurried, and built around the whole person. That means every detail handled with care, every volunteer placed with purpose, and every team member supported so they can focus on what matters most — the patients and families counting on us.

If you're an organized, people-first professional who wants your work to mean something beyond a to-do list, this is your role.

What You'll Do

As Team Assistant & Volunteer Coordinator, you'll be the operational backbone of your branch — keeping clinical teams organized, records accurate, and our volunteer program thriving. Your day-to-day includes:

Office & Clinical Support

• Supporting staff with scheduling, faxing, phone calls, and day-to-day requests
• Performing data entry of patient information and keeping medical records current through timely uploads
• Tracking, uploading, and receiving signed orders and plan of care documentation
• Submitting discharge paperwork, CTI orders, and county-specific coroner forms upon admission or discharge
• Scheduling Face-to-Face encounters with NP/MD and maintaining spreadsheets for auditing
• Assisting with medical record requests and processing missed visits and coordination notes
• Maintaining temperature logs for refrigerators containing medications
• Ensuring new hires have supplies ready on their start date, coordinated with HR and IT

IDG Meeting Support

• Assisting the QA RN and clinical leadership in preparing for IDG team meetings
• Serving as scribe during IDG meetings to ensure thorough and accurate documentation

Volunteer Program Management

• Developing and maintaining a volunteer training and orientation program in collaboration with the Manager of Volunteer Services
• Recruiting, educating, and selecting volunteers through a minimum of three formal recruitment sessions per year
• Establishing volunteer service needs in partnership with patients, families, and the full hospice care team
• Supervising and evaluating volunteers in a timely and supportive manner
• Maintaining current volunteer personnel files and monthly program statistics
• Coordinating ongoing support and education meetings for the volunteer team
• Representing Transitions Hospice volunteer services to individuals and community groups
• Participating in budget preparation and quality improvement activities as needed

Why Choose Transitions Hospice?

At Transitions, no role is behind the scenes — every team member is part of the care. Our Team Assistants and Volunteer Coordinators are the glue that holds our branches together, making sure our clinical teams can focus on patients and our volunteers feel valued and prepared. We invest in the people who invest in our mission.

Benefits We Offer

• Competitive salary
• Medical / Dental / Vision Insurance plans
• Life Insurance
• 401(k) matching
• Company Equipment
• Paid Time Off

Requirements

What You Bring

• Bachelor's degree in an applicable field preferred; advanced degree in Human Services or equivalent experience a plus
• 2+ years of experience in a healthcare setting
• Hospice and/or volunteer coordination experience preferred
• Strong attention to detail with excellent organizational and documentation skills
• Comfortable working independently and collaboratively across clinical and administrative teams
• Compassion for patients, families, and volunteers navigating end-of-life care