Part-Time Administrative Support/Scheduler – Home Care Agency

FirstLight Home Care•Greensboro, NC

1d•Onsite

About The Position

The Part-Time Office Coordinator / Scheduler provides essential day-to-day administrative and scheduling support to ensure the smooth, efficient operation of the home care agency. This role is responsible for coordinating caregiver schedules, supporting client service delivery, maintaining accurate records, and assisting with administrative, recruiting, and documentation processes. By managing these critical functions, the position enables agency leadership to focus on compliance oversight, staff management, and quality client care. This role requires strong organizational skills, attention to detail, and the ability to effectively manage multiple priorities in a fast-paced, client-centered environment while delivering professional and responsive customer service to clients, caregivers, and internal stakeholders. This is a non-supervisory position that operates under the direction of the Assistant Director and/or Agency Director. The role supports operations but does not hold decision-making authority in key areas. Specifically, this position: Does not supervise staff Does not make hiring, termination, or disciplinary decisions Does not make compliance or regulatory determinations Executes responsibilities based on established policies, procedures, and leadership direction.

Requirements

High school diploma or general education degree (GED); or one (1) to two (2) years’ related experience and/or training; or equivalent combination of education and experience.
Proficiency with Microsoft Suite and or Google Suite and scheduling software required
Working knowledge of basic medical terminology required
Possess and maintain a valid driver’s license and maintain valid auto insurance
Ability to read and understand short instructions, correspondence, and memos
Ability to effectively communicate through written and verbal language
Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization
Ability to evaluate situations and make complex decisions using critical thinking and reasoning

Responsibilities

Schedule client visits in accordance with service plans, care plans, and staff availability
Maintain appropriate staffing levels to ensure full client coverage
Create, update, and release weekly caregiver schedules
Manage real-time schedule adjustments, call-offs, and urgent staffing needs
Communicate daily schedule changes with caregivers and clients
Track caregiver availability and support workforce planning efforts
Participate in after-hours and weekend on-call rotation to address scheduling issues, emergencies, and client intake needs
Enter and maintain accurate staff and client information within agency systems
Track key data including employee certifications, TB tests, client admissions, hospitalizations, and discharges
Maintain and update scheduling systems and databases to ensure accuracy and compliance
Generate and maintain reports related to staffing, retention, call-offs, and client services
Answer and route incoming calls professionally and efficiently
Manage general office communications (email, voicemail, messages)
Greet visitors and ensure proper sign-in procedures
Perform general administrative duties including filing, scanning, copying, shredding, and mail distribution
Maintain organized electronic and paper filing systems
Provide reception and front-office coverage as needed
Assist with posting job openings and tracking applicants
Coordinate interviews, orientations, and candidate communications
Prepare and organize onboarding materials and new hire documentation
Ensure all required employment documentation is completed, collected, and properly filed
Maintain accurate and compliant employee and client records
Track and monitor expiration dates for licenses, certifications, and required documentation
Support audit readiness by ensuring documentation is complete, current, and organized
Ensure adherence to HIPAA regulations and confidentiality standards
Uphold and follow all company policies, procedures, and regulatory requirements
Monitor office supply levels and coordinate ordering as needed
Support overall office organization, workflow efficiency, and process improvement
Assist leadership with administrative tasks, reporting, and special projects
Stay current with agency technology systems and software updates
Contribute to continuous quality improvement initiatives
Demonstrate professionalism, discretion, and strong customer service in all interactions
Effectively prioritize tasks and manage multiple responsibilities simultaneously
Maintain flexibility to support business needs, including after-hours responsiveness