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Office Administrator

2 months ago

Jenkintown, United States Visiting Angels of Jenkintown Full time
Job DescriptionJob Description

Visiting Angels Jenkintown is a private duty Senior Homecare company located in Jenkintown. Thus company is a sister company of Visiting Angels Philadelphia and Visiting Angels Mainline. The company has been in existence since 2004 and takes pride in ensuring CLIENT FIRST no matter what. We are searching for a full-time, in person, Office Administrator (OA) to join and lead our Administration team. This role will report into CEO with dotted line to Director-HR and Administration and support all business activities of the holding company. 

This position will be located in Jenkintown, PA and may require travel to Horsham, Havertown, Chadds Ford and Philadelphia locations, depending on the needs of the company.

CLASSIFICATION: Exempt                                

SUPERVISION EXERCISED: None

PRINCIPAL ACCOUNTABILITIES:

This is a full time office based role located in Jenkintown. This role involves supporting CEO in multitude of areas including but not limited scheduling and scheduling management, handling various administrative responsibilities in close coordination with Director of HR-Administration, coordinating office activities, and providing full support towards the running of the business. The duties and responsibilities described below do not represent a comprehensive list for this position. Additional tasks may be assigned periodically as necessitated by business demands. 

  • Executive Management Support
    • Support CEO in all projects across business lines and be eyes and ears of the CEO
    • Must have poise, patience and strong work-ethic to manage our senior clientele
    • Must have the ability to separate chafe from the grain and be an effective communicator
    • Excellent organization and time management skills 
  • Support Client Care Scheduling Managers on staffing cases on adhoc basis as needed. On day 1, this will be the focus of the job training to ensure someone coming knows our culture. In addition, this role is expected to support on call on an as needed basis. "CLIENT FIRST" is our motto and thus understanding this role is key to success.
  • Human Capital Support 
    • Manage and support administration of all recruitment functions; and back up recruiter for any recruitment activities as a senior partner. This includes, but not limited to, Caregiver onboarding process/and their compliance.
    • Work with Director of Administration and others around execution of various training programs for employees and their consistency of deployment and tracking; be the point person on all training
    • May require On Call support
  • Compliance:
    • Establishing and implement appropriate protocols for Office management 
    • Help Director-HR and Administration in all Workers Comp issues with Insurance and employees
    • Help Director-HR and Administration in all HR incident reporting with state and chair office safety meeting council
    • Help Director-HR and Administration in ensuring Unemployment filings are being responded to and manage Unemployment reserve at the state by rebutting anything that is out of order
    • Be the point person for all regulatory, legal and compliance paperwork
    • Manage state audit process
    • Ensuring all Client paperwork (i.e. Client agreements etc.) and Caregiver onboarding documentation required is in line with regulations (and auditing them); This includes reviewing paperwork coming in from Wellness team (for new clients) and paperwork coming in from HR Coordinator are in line with regulatory requirements
  • Revenue Compliance Management: 
    • Manage offsite team for administration; Offsite administration team is engaged in
      • Coordinating with Client Care Managers to ensure all shifts are verified appropriately for payment and coordinating with the accountant for appropriate invoicing (for all offices)
        • Once clients get invoiced by accountant, manage logistics around clients receiving invoices and AR aging process (including following up with clients for dated invoices) (for all 3 offices)
      • Coordinating with Long Term Care Insurance Companies for invoices and submitting them to LTC in appropriate manner to ensure reimbursements to clients and coordination thereof. (for all 3 offices)
      • Ensuring all Client paperwork are in order before service can start (including financial arrangements)
  • Office Administration: Provide all support for running the office smoothly including being responsible for supply and logistics management, organization of caregiver events and client events etc.; includes management on call CCM calendar and supporting on call as and when required. 
  • Ensure Client and caregiver satisfaction is maintained and work towards remediation of issues to ensure that. Assist Director of HR and Administration in smooth functioning of office by managing office communication
  • Work toward high-quality decisions and overall organizational goals. 
  • Maintain absolute confidentiality of all information pertaining to employees, clients and client’s families.
  • Perform duties as deemed appropriate by the Director of Administration, VP of Operations or CEO.

Benefits:

  • Competitive overall compensation based on experience (salary+ bonus)
  • PTO
  • Lucrative bonus structure
  • ACA Healthcare, Dental, Voluntary Life Insurance, 401k

 Our ideal candidate meets the following requirements:

  • 10+ years in administration experience including Recruitment, Hiring, Compliance, FMLA, Worker’s Compensation, and Benefits Management
  • Scheduling management experience strongly preferred
  • Strong knowledge of federal, state, and local employment laws
  • Strong understanding of the interview process, benefits administration
  • Diligent and firm with high ethical standards
  • High level of proficiency in HR systems such as Performance Reviews, Administration, Recruiting
  • Experience working in a progressive HR environment with exposure to best practices in talent management, employee relations, change management, and recruitment
  • Working knowledge of internet recruiting tools and applicant tracking systems
  • Given that we work in the healthcare field, you may be required to do On Call subject to management discretion and staff availability
Join Our Team: If you are passionate about making a difference in the lives of seniors and their families and possess the skills and qualities outlined above, we invite you to apply for the position. We offer competitive compensation, comprehensive training, and opportunities for professional growth and development within our organization. Come be a part of our dedicated team committed to providing high-quality care and support to those in need.

ALL APPLICANTS MUST BE ABLE TO PROVIDE PROOF OF VACCINATION.

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