Administrative Support Specialist

CEDARCREST INC • Keene, NH

9d • Onsite

About The Position

Cedarcrest is looking for an Administrative Support Specialist to provide essential support to our Nursing and Programs teams while helping coordinate schedules, documentation, meetings, and day-to-day operations. The Administrative Support Specialist provides administrative support to the Director of Nursing and the Director of Programs.

Requirements

• Proficiency in Microsoft Office Suite required
• Demonstrated discretion with confidential information and clear professional boundaries.

Nice To Haves

• Associate’s or Bachelor’s degree in Business Administration, Office Management, or a related field preferred; equivalent experience may be considered.
• Experience in a health care, school, or human services setting preferred.
• Strong organizational and time-management skills, with attention to detail and accuracy.
• Experience with electronic timekeeping or record systems preferred.

Responsibilities

• Manages the calendars of the Director of Nursing and the Director of Programs.
• Monitors and triages each director’s email and flags items that need a response.
• Supports correspondence, documents, and reports.
• Schedules and coordinates meetings and events, handling logistics, materials preparation, and follow-up.
• Maintains strict confidentiality and handles sensitive information with discretion.
• Assists with data entry.
• Attends (or reviews the recording of) Quality Assurance and Performance Improvement (QAPI), Therapy, Education, and Medical (TEAM), Infection Prevention, and other assigned meetings, records accurate minutes, and distributes them.
• Tracks action items from those meetings and follows up to support timely completion.
• Organizes timekeeping in Paycom for nursing and programs staff, including missed punches and time-off entries, and prepares each pay period for supervisor approval.
• Supports the nursing staffing schedule, including tracking open shifts and assisting with coverage as directed by the Director of Nursing.
• Maintains schedule and timekeeping records and prepares related reports.
• Assists in preparing and routes the paperwork that supports admission, placement, stays, and discharge planning, and submits it to state partner agencies within the timelines each approval requires.
• Coordinates input and signatures from the staff responsible for each form and assembles the completed documents and attachments.
• Maintains a tracking system of documents submitted to state partner agencies and their submission dates.
• Assists in gathering admission paperwork with the nurse case manager and sets up the chart for each new admission.
• Assists in coordinating documentation for respite stays.
• Assists in thinning charts and reviews them for missing information or reports.
• Gathers medical records and other information for review by the Director of Nursing or the Director of Programs, including requests from partner agencies.
• Works with the team to maintain family contact information, verifying and updating it and communicating changes to staff.
• Assists in preparing cards and correspondence to families.
• Assists in managing RSVPs for family events.
• Assists in maintaining the volunteer calendar.
• Assists in completing onboarding paperwork for new volunteers.
• Assists the Social Worker with residents’ clothing needs.
• Assists in maintaining the inventory and tracking of residents’ personal electronics.
• Builds and maintains tracking and information sheets as requested by either director.
• Takes on project work as assigned.
• Other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree