What are the responsibilities and job description for the Administrative/Scheduling Coordinator position at Resthaven?
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Administrative Assistant / Scheduler | Full-Time
At Resthaven, we believe care is more than a profession — it’s a calling. Since 1945, we have remained committed to serving older adults with compassion, dignity, excellence, and faith-centered purpose. As a not-for-profit, faith-based organization, we’re dedicated to enriching lives — both for those we serve and those who serve alongside us. Whether you’re looking to grow your career or find a more supportive and purpose-driven workplace, you’ll find it here. We’ll help you learn, support your success, and surround you with people who believe in service, community, respect, and making a meaningful difference every day.
Pay Range
✔ $18-19
Employment Type & Schedule
✔ 1st Shift | Full-Timer
Why Join Resthaven?
✔ No mandatory overtime (No Mandation)
✔ Agency-free care teams
✔ NOMI Health Insurance Network – $0 copays, $0 deductibles, and $0 coinsurance for full-time employees
✔ Agency-free care teams
✔ NOMI Health Insurance Network – $0 copays, $0 deductibles, and $0 coinsurance for full-time employees
✔ Tuition reimbursement eligibility after 6 months
✔ Supportive, mission-driven work culture
✔ Career growth and advancement opportunities
✔ Make a meaningful impact in the lives of residents every day
Position Summary
Resthaven is seeking an organized and dependable Administrative Assistant / Scheduler to support our Assisted Living community. This position combines employee scheduling, staffing coordination and administrative support to help ensure our care teams have the coverage and resources they need to provide exceptional resident care. The Administrative Assistant / Scheduler maintains staff schedules, coordinates coverage for open shifts, tracks attendance and training requirements, prepares reports and spreadsheets, maintains records, and provides day-to-day administrative support to community leadership. This is an excellent opportunity for someone with experience in administrative support, office coordination, employee scheduling, healthcare scheduling, staffing coordination or senior living who thrives in a fast-paced, people-focused environment.
Essential Responsibilities
✔ Compile, maintain and update the care team master schedule for all shifts.
✔ Coordinate daily staffing needs and assist with maintaining appropriate coverage.
✔ Communicate with employees regarding open shifts, schedule changes and staffing needs.
✔ Work with the Administrator, Clinical Manager and Resident Aide Supervisors to adjust staffing levels as needed.
✔ Proactively identify scheduling gaps and assist with filling open shifts.
✔ Track and document employee attendance.
✔ Assist with preparing attendance notifications and distributing documentation to supervisors.
✔ Prepare regular and special staffing reports, including required state and federal reporting.
✔ Monitor and track employee in-service training hours and annual competency evaluations.
✔ Maintain accurate scheduling, staffing and employee records.
✔ Coordinate agency scheduling, staffing reports and related documentation when applicable.
✔ Prepare letters, spreadsheets, reports, agendas and other administrative documents.
✔ Provide administrative and clerical support to department managers and community leadership.
✔ Answer, screen and route incoming telephone calls while providing professional customer service.
✔ Operate computers, multi-line phones, copiers and other standard office equipment.
✔ Maintain confidentiality of resident, employee and organizational information.
✔ Communicate professionally and effectively with employees, leadership, residents, families and visitors.
✔ Perform additional administrative and scheduling duties as assigned.
Skills and Qualifications
✔ Strong organizational and time-management skills.
✔ Excellent attention to detail and accuracy.
✔ Strong computer and administrative skills.
✔ Proficiency with Microsoft Excel, Word and PowerPoint preferred.
✔ Ability to manage multiple priorities and adapt quickly to changing staffing needs.
✔ Strong written and verbal communication skills.
✔ Professional and tactful interpersonal skills.
✔ Ability to work independently and collaboratively as part of a team.
✔ Strong customer service and problem-solving skills.
✔ Ability to maintain confidentiality and handle sensitive information appropriately.
Education, Training, Experience
✔ High school graduate or successful completion of GED.
✔ Previous clerical, administrative or office experience preferred.
✔ Previous experience with employee scheduling, staff scheduling or staffing coordination preferred.
✔ Experience in assisted living, senior living, healthcare or long-term care is a plus.
✔ Associate degree in Office Management, Business Administration or a related field preferred but not required.
Physical Requirements
✔ Ability to sit, stand and walk throughout the workday.
✔ Ability to frequently use a computer, telephone and standard office equipment.
✔ Ability to reach, bend, stoop, kneel, crouch, twist and climb stairs as necessary.
✔ Ability to lift and/or move up to 30 pounds.
✔ Visual ability necessary to perform computer work, review schedules and records, and complete administrative responsibilities.
Salary : $18 - $19