Administrative Assistant chez LIFE TECH INC

Description

Manage day-to-day office operations, including phones, mail, scheduling, recordkeeping, and organization of office
supplies and materials

•  Assist the Administrator with calendar management, meeting coordination, reminders, and follow-up
•  Provide support for onboarding new employees (non-clinical aspects: paperwork, HR file setup, login setup, etc.)
•  Maintain electronic and physical filing systems, ensuring accuracy and accessibility
• Track and organize agency documents, forms, policies, and internal communications
• Assist with preparation of reports, memos, correspondence, and presentations

Hospice Operations Support

•  Ensure all non-clinical documentation is accurate, complete, and submitted on time (ex: consents, HR docs, vendor contracts, referral logs)
•  Enter and update information in EMR and other software systems as assigned (no clinical charting)
• Support the intake/admissions team by gathering non-clinical paperwork, verifying demographic data, and communicating with referral sources as needed
•  Maintain logs, spreadsheets, compliance binders, and licensing-related tracking tools
•  Assist in preparing documents and records requested for surveys, audits, and regulatory reviews

Communication & Coordination

•  Act as a liaison between leadership, staff, vendors, and referral partners when needed
•  Support internal staff communication by sending memos, policy updates, meeting notes, etc.
•  Maintain confidentiality of all patient, staff, and business information in compliance with HIPAA
•  Coordinate agency events, staff recognitions, meetings, and scheduling of in-services
• Assist with projects related to growth, efficiency, and workflow improvements
• Support marketing and community outreach initiatives (LinkedIn posts, mailings, event planning, etc.)
• Gather data and assist with preparation of monthly metrics, census reports, or performance dashboards as assigned

Qualifications

•  2+ years of administrative or office support experience (healthcare experience preferred but not required)
•  Strong organizational skills, attention to detail, and ability to manage multiple priorities in a fast-paced environment
• Proficient in Microsoft Office Suite, Google Workspace, and ability to learn EMR systems
• Excellent verbal and written communication skills
• Professional, reliable, proactive, and able to maintain confidentiality
•  Ability to work independently and collaboratively with a multidisciplinary team
• Comfortable working with sensitive information and supporting a mission-driven, patient-centered environment