Administrative Support Specialist

Are you organized, detail-oriented, and someone who enjoys keeping things running smoothly behind the scenes? Cedarcrest is looking for an Administrative Support Specialist to provide essential support to our Nursing and Programs teams while helping coordinate schedules, documentation, meetings, and day-to-day operations.

The Administrative Support Specialist provides administrative support to the Director of Nursing and the Director of Programs. Key responsibilities include managing calendars and email, coordinating schedules and meetings, recording meeting minutes, supporting timekeeping and nursing staff scheduling, and maintaining accurate records and documentation related to admissions, stays, and discharges.

Primary Responsibilities

Director Support

• Manages the calendars of the Director of Nursing and the Director of Programs.
• Monitors and triages each director’s email and flags items that need a response.
• Supports correspondence, documents, and reports.
• Schedules and coordinates meetings and events, handling logistics, materials preparation, and follow-up.
• Maintains strict confidentiality and handles sensitive information with discretion.
• Assists with data entry.

Meeting Documentation

• Attends (or reviews the recording of) Quality Assurance and Performance Improvement (QAPI), Therapy, Education, and Medical (TEAM), Infection Prevention, and other assigned meetings, records accurate minutes, and distributes them.
• Tracks action items from those meetings and follows up to support timely completion.

Timekeeping and Scheduling Support

• Organizes timekeeping in Paycom for nursing and programs staff, including missed punches and time-off entries, and prepares each pay period for supervisor approval.
• Supports the nursing staffing schedule, including tracking open shifts and assisting with coverage as directed by the Director of Nursing.
• Maintains schedule and timekeeping records and prepares related reports.

Documentation and Records

• Assists in preparing and routes the paperwork that supports admission, placement, stays, and discharge planning, and submits it to state partner agencies within the timelines each approval requires.
• Coordinates input and signatures from the staff responsible for each form and assembles the completed documents and attachments.
• Maintains a tracking system of documents submitted to state partner agencies and their submission dates.
• Assists in gathering admission paperwork with the nurse case manager and sets up the chart for each new admission.
• Assists in coordinating documentation for respite stays.
• Assists in thinning charts and reviews them for missing information or reports.
• Gathers medical records and other information for review by the Director of Nursing or the Director of Programs, including requests from partner agencies.
• Works with the team to maintain family contact information, verifying and updating it and communicating changes to staff.

Family, Volunteer, and Resident Support

• Assists in preparing cards and correspondence to families.
• Assists in managing RSVPs for family events.
• Assists in maintaining the volunteer calendar.
• Assists in completing onboarding paperwork for new volunteers.
• Assists the Social Worker with residents’ clothing needs.
• Assists in maintaining the inventory and tracking of residents’ personal electronics.
• Builds and maintains tracking and information sheets as requested by either director.

Other Duties

• Takes on project work as assigned.
• Other duties as assigned.

• Associate’s or Bachelor’s degree in Business Administration, Office Management, or a related field preferred; equivalent experience may be considered.

• Experience in a health care, school, or human services setting preferred.

• Strong organizational and time-management skills, with attention to detail and accuracy.

• Proficiency in Microsoft Office Suite required; experience with electronic timekeeping or record systems preferred.

• Demonstrated discretion with confidential information and clear professional boundaries.