Part-Time Administrative Support/Scheduler – Home Care Agency Full Time NEW

• Exceptional support team
• Fun, supportive, and safe working environment
• Rewards and recognition programs
• Comprehensive paid training
• Competitive salary
• Flexible schedule

Are you compassionate, dedicated, and dependable? Do you love to go above and beyond to help others?

At FirstLight® Home Care, we’re dedicated to hiring the kind of people we would trust with our own families. We’re currently searching for quality caregivers who are committed to making a difference in the lives of others. For these folks, caregiving is not just a job – it’s a calling.

When we find these amazing professionals, we believe in taking really good care of them because extraordinary caregivers are the heart and soul of our company. They help us live out our mission every day by providing first-class personal service to our clients so that they may enjoy warmth, independence, and relaxed comfort in the place they call home.

Job Summary:

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

Part-Time Administrative Support/Scheduler responsibilities include:

Essential job duties for this position include the following items. Other duties may be performed as assigned or required

• Scheduling & Care Coordination 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
• Client & Staff Data Management
• 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
• Office & Administrative Support
• 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
• Recruiting & Onboarding Support
• 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
• Documentation & Compliance
• 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
• Office Operations & Continuous Improvement
• 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
• Additional Expectations
• 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

The ideal candidate will have:

To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the minimum knowledge, skills, and ability required.

• 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

This franchise is independently owned and operated by a local franchisee. Your application will go directly to the franchisee, and all hiring decisions will be made by the management of this local office. All inquiries about employment at this location should be made directly to the franchisee, and not to the FirstLight Home Care Support Center.