Scheduler-Admin Assistant

Job Summary

The Scheduler / Administrative Assistant plays a vital role in ensuring the smooth daily operation of FirstLight Home Care. This position is responsible for coordinating caregiver schedules, maintaining appropriate staffing coverage for client care, providing exceptional customer service to clients and caregivers, and supporting general office operations.

The ideal candidate is highly organized, detail-oriented, able to multitask in a fast-paced environment, and committed to providing compassionate service while maintaining confidentiality and professionalism.

Essential Duties and Responsibilities

Responsibilities include, but are not limited to:

• Understand and follow all FirstLight Home Care policies, procedures, and standards.
• Coordinate caregiver schedules based on client care plans, caregiver availability, skills, and location.
• Maintain appropriate staffing levels to ensure all client visits are covered.
• Monitor schedules daily and proactively resolve scheduling conflicts, call-outs, and emergencies.
• Contact caregivers and clients regarding schedule changes, updates, and service needs.
• Answer incoming telephone calls professionally and route calls to the appropriate team members.
• Greet visitors and applicants while providing excellent customer service.
• Process client referrals, admissions, and scheduling requests.
• Enter and maintain accurate client and employee information within the scheduling system.
• Maintain employee records including TB expiration dates, certifications, assessments, and compliance reminders.
• Maintain client records including admissions, hospitalizations, discharges, and service updates.
• Generate and maintain scheduling reports, staffing reports, call logs, retention reports, and other operational reports.
• Perform general administrative duties including filing, scanning, copying, shredding, mail distribution, data entry, and document preparation.
• Provide reception coverage as needed.
• Stay current with scheduling software and other office technology.
• Participate in continuous quality improvement initiatives.
• Maintain confidentiality of all client and employee information in accordance with HIPAA regulations.
• Participate in an after-hours on-call rotation to assist with scheduling emergencies, urgent staffing needs, and new client referrals.
• Occasionally provide caregiver coverage when operational needs require.
• Perform other duties as assigned.

Qualifications

To perform this position successfully, an individual must be able to perform each essential function satisfactorily.

Education & Experience

• High School Diploma or GED required.
• One (1) to two (2) years of scheduling, administrative, customer service, healthcare, or office experience preferred.
• Home care, healthcare, or medical office experience strongly preferred.
• Experience using scheduling software is preferred.
• Proficiency with Microsoft Office (Word, Excel, Outlook) and/or Google Workspace.
• Working knowledge of basic medical terminology preferred.

Required Skills

• Excellent verbal and written communication skills.
• Strong organizational and time management abilities.
• Ability to prioritize multiple tasks in a fast-paced environment.
• Excellent problem-solving and critical-thinking skills.
• Professional telephone etiquette.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality.
• Ability to work independently and collaboratively within a team.
• Dependable with excellent attendance.

Licenses & Requirements

• Valid driver's license.
• Reliable transportation.
• Current automobile insurance.

Physical Requirements

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

This position regularly requires:

• Sitting, standing, and walking throughout the workday.
• Frequent use of computers, telephones, and other office equipment.
• Reaching, handling paperwork, and repetitive hand movements.
• Occasional lifting of up to 15 pounds.
• Ability to occasionally assist with client care if operational needs require.

Employees may occasionally be exposed to illnesses or bodily fluids while performing duties related to client care. Appropriate safety procedures and infection control practices must be followed at all times.

Work Environment

This position is primarily performed in a professional office environment with moderate noise levels. The role requires frequent interaction with clients, caregivers, healthcare professionals, and community partners. Flexibility is required to respond to staffing emergencies and changing client needs, including participation in an after-hours on-call rotation.

Why Join FirstLight Home Care?

At FirstLight Home Care, our mission is to help people have their best day, every day. We value compassion, integrity, excellence, and teamwork. Our office team plays a critical role in supporting caregivers and ensuring our clients receive exceptional care. If you enjoy helping others, solving problems, and making a meaningful impact, we'd love to have you on our team.