Administrative / Office Assistant
Visiting Angels of VA•Waynesboro, VA
•Onsite
About The Position
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.
Requirements
- 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
Responsibilities
- 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
- 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
- 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
- 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
- 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
- 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
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
