Administrative / Office Assistant
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Overview
Job Description
About Us
Visiting Angels is proud to be voted the #1 Home Care Agency in the U.S. We are known for delivering compassionate, high-quality care—and for supporting the dedicated caregivers who make that possible. We offer a strong team culture, opportunities for advancement, and meaningful work that truly makes a difference.
Position Overview
The Office Assistant plays a vital role in supporting the daily scheduling, coordination, and mentorship of our caregiver team. This position works closely with the Staffing Director and team to ensure consistent, high-quality coverage for our clients while supporting caregivers in their day-to-day success.
This is an ideal role for someone who is organized, energetic, people-focused, and thrives in a fast-paced healthcare environment.Key Responsibilities
Caregiver Scheduling & Coordination
Assist with scheduling caregivers for new clients and open shifts on existing cases
Help maintain consistency in caregiver-client assignments
Communicate daily scheduling updates with caregivers and clients
Monitor and update schedules in real time to ensure accuracy
Administrative & Systems Support
Maintain accurate caregiver and client records in scheduling and database systems
Review telephony logs daily and make corrections to support accurate payroll and billing
Ensure timely and accurate data entry across all systems
Recruitment & Caregiver Support
Assist with recruiting efforts using an Applicant Tracking System (ATS)
Conduct initial caregiver interviews (virtual and in-person)
Reinforce company policies, procedures, and expectations
Support caregiver onboarding, evaluations, and performance improvement processes
Team Communication & Reporting
Provide regular updates to the office team regarding open shifts after exhaustive staffing efforts
Share caregiver supply and demand updates with the marketing team
Escalate appropriate concerns to the Staffing Director
Client & Caregiver Relations
Maintain positive, professional relationships with clients, families, caregivers, referral sources, and team members
Provide encouragement, guidance, and support to caregivers
Uphold strict confidentiality at all times
Additional Duties
Participate in on-call rotation as directed (evenings/weekends)
Assist with general office duties including phone support, filing, and reception
Perform other duties as assigned by management
Qualifications
Associate’s degree preferred
Minimum of 1 year experience in a healthcare office setting (private duty home care strongly preferred)
Proficiency with Google Workspace, Microsoft Office (Word, Excel, Outlook), scheduling software, and healthcare systems
Strong written and verbal communication skills
Ability to remain calm, flexible, resilient, and professional in a high-energy environment
Excellent organizational, multitasking, and follow-through skills
Strong customer-service mindset with a commitment to client and caregiver excellence
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