Schedule assistant / office support

Assisting Hands of Saginaw; Thomas Township (MI); On-site; USD 38,000 - 54,000; Full time

Job summary

Assisting Hands of Saginaw is seeking an Office Administrator to support staff and ensure smooth office operations. The role requires prioritization, reliability, and self-motivation, with emphasis on communication and organizational skills.

The position involves coordinating caregiver scheduling, handling issues, and serving as the main contact for clients and care teams. Proficiency in MS Office and EMR systems is expected, with a high school diploma as baseline and a BA/secretarial

Qualifications

• 1+ years experience in Office Administrator/Office Assistant roles.
• Good practical experience with MS Office and EMR.
• Strong communication and interpersonal abilities; self-starter mentality.
• High school diploma; BS or BA in office administration or secretarial studies will be a bonus.

Responsibilities

• Schedule/match caregivers to cases by availability and skill.
• Ensure all cases are covered and arrange substitutes/back-up coverage.
• Handle caregiver issues, problems and scheduling changes.
• Provide information about services to prospective clients.
• Serve as the point of contact for clients, caregivers and case managers.
• Provide oversight and ensure caregivers follow policy.
• Participate in on-call rotation with office staff.
• Screen upcoming candidates for positions and/or new clients.
• Cover priority clients in emergencies to ensure safety until care staff can cover.
• Organize activities and operations to secure efficiency and policy compliance.
• Arrange schedules, travels, appointments for upper management.
• Organize phone calls and correspondence (email, letters, packages).
• Monitor stocks of office supplies and place orders.
• Prepare timely reports/presentations for executives/senior managers.
• Assist in community functions involving marketing or social events.

Skills

MS Office

EMR

Communication

Interpersonal skills

Self-motivation

Prioritization

Leadership

Education

BS/BA in office administration

Secretarial studies qualification

Tools

MS Office

EMR software

Job description

About the Schedule assistant/ Office Administrator position

We are looking for an Office Administrator to help us with administrative tasks, ensuring the proper support to the staff and smooth running of our company’s offices. You should be competent in prioritizing and working with little supervision, as well as self-motivated and trustworthy.

This positions responsibilities are:

• Job duties include but are not limited,
  1. Schedule/match caregivers to cases based on personality, availability, and skill set.
  2. Make sure that all cases are covered and arrange for substitute/back-up coverage.
  3. Handle/resolve caregiver issues, problems and scheduling changes.
  4. Provide information about services to prospective clients
  5. Serve as the point of contact for clients, caregivers and case managers
  6. Provide oversight, and ensures caregivers are following policy
  7. Participates in on-call rotation with office staff.
  8. Make calls to screen upcoming candidates for positions and or new clients coming in.
  9. Cover priority clients in emergency situations as needed to ensure safety and wellbeing is maintained until care staff can cover, or collaborate with the office to assist in coverage completion.
  10. Organize activities and operations to secure efficiency and compliance to company policies
  11. Arrange schedules, travels, appointments etc. for the upper management
  12. Organize phone calls and correspondence such as e-mail, letters, packages and so on
  13. Monitor stocks of office supplies and place orders when necessary
  14. Prepare timely reports and presentations and submit them to executives and senior managers
  15. Help assist in community functions involving marketing or social events that include marketing in the community.

Office Administrator requirements are:

• 1 or more years' experience of working on an Office Administrator, Office Assistant or other relevant position desired not required

• Good practical experience with MS Office and office management software, such as EMR

• Strong communication and interpersonal abilities and self starter mentality

• marketing experience is a bonus

• Strong organizational and leadership skills
• High school diploma; BS or BA in office administration or a qualification in secretarial studies will be a bonus