Full Time - Administrative Assistant - Levittown, PA

Job Overview
Immaculate Home Health is seeking a dedicated and proactive Administrative/HR Specialist (with PRN Personal Care Aide availability) to join our team! This hybrid role is essential to both managing staff schedules and ensuring smooth day-to-day operations—while also being ready to step in and provide hands-on care in emergency situations when staff are unavailable.

We're looking for someone with strong organizational and communication skills, a problem-solving mindset, and the flexibility to respond to the dynamic needs of our office and clients. Candidates must be comfortable assisting clients directly as a PRN Personal Care Aide during emergencies such as last-minute call-offs.

Key Responsibilities

Scheduling & Staff Coordination

• Develop and manage caregiver schedules, ensuring proper coverage for all clients.
• Respond promptly to scheduling changes, caregiver call-offs, and client requests.
• Serve as a PRN Personal Care Aide during emergencies—provide direct client care when last-minute call-offs or urgent staffing gaps occur.
• Communicate real-time updates to clients, caregivers, and case managers.
• Track caregiver availability, preferences, and work hours to optimize coverage and efficiency.

Client and Staff Issue Resolution

• Address and resolve client concerns in a timely, professional manner.
• Mediate scheduling conflicts and staffing challenges as they arise.
• Communicate any service updates, changes, or concerns clearly with clients and caregivers.

HR & Employee Relations

• Support onboarding of new employees, including orientation and training schedules.
• Act as a point of contact for caregivers with questions about policies or schedules.
• Promote caregiver retention by creating a positive work environment and addressing issues quickly.
• Maintain accurate employee records, including certifications and performance notes.

Administrative Support and Office Efficiency

• Ensure documentation meets company and regulatory standards.
• Perform routine data entry, manage spreadsheets, and maintain scheduling records.
• Assist with office tasks such as filing, phones, emails, and meeting coordination.
• Monitor and order office supplies to keep daily operations running smoothly.

Process Improvement & Problem Solving

• Complete daily and weekly tasks independently while managing priorities.
• Proactively identify and solve issues related to scheduling and staffing.
• Support agency goals with efficient and solution-focused decision-making.

General Office Duties

• Maintain a clean, organized office environment.
• Assist in planning staff meetings, events, and training sessions.
• Collaborate with the leadership team to support company-wide initiatives.

Requirements

Education:

• High School Diploma or GED required.

Experience:

• Minimum 1 year in an administrative, HR, or scheduling role, preferably in healthcare or home care.
• Experience providing personal care services is a plus (or willingness to be trained).
• Familiarity with Google Workspace (Sheets, Docs, Gmail, Calendar) and scheduling software preferred.

Skills:

• Strong organizational and multitasking skills—ability to manage schedules and client needs efficiently.
• Excellent communication and interpersonal skills.
• Ability to adapt to emergencies and confidently provide personal care when required.
• High attention to detail in scheduling, data entry, and administrative tasks.
• Strong problem-solving mindset and flexibility to handle last-minute changes.

Working Conditions:

• Office-based role with occasional lifting or movement of office supplies.
• Flexibility required to respond to emergency care needs.
• Must be willing and able to provide in-home client care on short notice in emergencies.

Job Type: Full-time

Pay: $16.00 - $18.00 per hour

Benefits:

• Paid time off

Experience:

• Administrative: 1 year (Required)
• Home care: 1 year (Preferred)

Work Location: In person

Salary : $16 - $18