Administrative / Office Assistant

About Us

Visiting Angels is proud to be voted the #1 Home Care Agency in the U.S. We are known for delivering compassionate, high-quality care—and for supporting the dedicated caregivers who make that possible. We offer a strong team culture, opportunities for advancement, and meaningful work that truly makes a difference.

Position Overview

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.Key Responsibilities

Caregiver Scheduling & Coordination

• 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

Administrative & Systems Support

• 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

Recruitment & Caregiver Support

• 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

Team Communication & Reporting

• 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

Client & Caregiver Relations

• 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

Additional Duties

• 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

Qualifications

• 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

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