Administrative Specialist

PRIMARY OBJECTIVE OF POSITION:

Are you looking to join a team of professionals who are passionate about making a difference in people’s lives? If so, come join our team!

We are looking for a Home Health and Hospice Administrative Specialist whose experience will add to our success.  

Performs administrative support services for Hospice and Home Health by professionally utilizing office systems and methods.  Primary responsibility is to the Hospice and Home Health departments. This position serves as the primary point of contact for all matters pertaining to both clinical programs and coordinates all aspects of the program Directors’ Day. This role supports 2 Directors with calendar management, maintaining departmental diary/to do lists, pushing reminders, arranging meetings and appointments, accurate dictation, meeting minutes, report pulling, presentation development, sets an example of professional performance in behavior and attire.

MAJOR AREAS OF ACCOUNTABILITY, PERFORMANCE AND SKILLS:

1. Provides assistance to the Hospice and Home Health Directors on matters of telephone screening, scheduling of meetings/appointments, performs advanced word processing, compilation of statistical data and other projects as assigned.
2. Assists with special projects; designs and produces complex documents, reports, and presentations; collects and prepares information for meetings with staff and outside parties; composes and prepares correspondence; maintains contact lists; makes travel arrangements; and completes expense and mileage reports.
3. Ability to exercise good judgment in a multitude of situations, with strong written and verbal communication, administrative, and organizational skill. Must have the ability to maintain a realistic balance among multiple competing priorities. 
4. Performs desktop publishing activities for preparation and distribution of employee communications and announcements; collects and collates budget summaries and organizes information for interdepartmental meetings.
5. Proficient in project management, MS Teams, Office 365, and advanced skills within Microsoft Office programs.
6. Provides advanced clerical assistance to the home health and hospice department team members by performing tasks such as word processing, forms creation, maintenance of calendars and preparation of departmental reports.
7. Coordinates departmental meetings, and departmental level functions. Prepares informational materials, agendas and reports formatted for accessibility using appropriate graphs, visuals and spreadsheets.
8. Furnishes department/agency information to appropriate people or organizations when directed and approved by the director.
9. Other duties as assigned by the Director.

SUPERVISION – RESPONSIBILITY FOR WORK OF OTHERS:

None.

EDUCATION, TRAINING, EXPERIENCE AND ENVIRONMENTAL REQUIREMENTS:

1. Successful completion of bachelor’s degree and/or equivalent combination of education and experience.
2. Minimum of three years’ experience in office management or office-related environment. Experience working in a health-related field preferred.
3. Must have excellent written and oral business communication skills, report writing abilities, excellent grammar, and spelling abilities.
4. Advanced knowledge of various software programs commonly used by PIHC such as MS Teams. Office 365, Microsoft Word, Excel, PowerPoint, and desktop publishing.
5. Project management experience or certification preferred.

EXAMPLES OF PERFORMANCE CRITERIA AND QUALIFICATIONS:

1. Duties shall be performed in a manner consistent with Partners In Home Care vision, mission and guiding principles. Performance of duties must sincerely and positively reflect consideration, concern, and inspire confidence whenever interacting with another person such as a client, visitor or another employee.
2. Maintains strict confidentiality about work issues, projects, discussions, meetings, and plans.
3. Must communicate effectively and have ability to resolve personnel and client problems with excellent judgment and decision-making skills, and with a strong customer service attitude.
4. Maintains up-to-date knowledge of various office systems.
5. Must have ability to interpret and carry out complex directions, as well as have ability to record and relay clear and correct messages to others.
6. Initiative to develop and improve efficient working systems.
7. Ability to work well with others through strong interpersonal skills, resilience and flexibility.