Make a difference in someone’s life and turn your compassion into action!

Enrich the lives of seniors in the Bay Area!

The non-profit Institute on Aging has served our Bay Area community for over two decades, providing innovative and compassionate care and services to enable older or disabled adults to remain living in their homes and enjoying a high quality of life.

We are seeking an Administrative Assistant - Home Care Department (part time) to be responsible for scheduling and coordinating all Home Care Worker visits to clients’ homes, in accordance with the plan of care and as requested by the Home Care Nurses and the Home Care Coordinator. The role of Administrative Assistant is to provide administrative support to the Home Care Department.


ESSENTIAL JOB FUNCTIONS (include but not limited to):

1. Schedules Home Care Worker visits to clients’ homes based on requests from Home Care Nurses and the Home Care Coordinator, in accordance with the clients’ plans of care.
2. Coordinates visits, considering the qualifications of the Home Care Workers and the clients’ levels of care.
• Match the skills of the Home Care Workers with the needs of the clients.
• Consider the area in which the client lives and when possible schedule Home Care Workers who live in the same vicinity.
3. Coordinates the time of the visit in conjunction with transportation pick up and drop off times and accounts for travel time to and from client’s homes.
4. Creates a weekly schedule for both clients and Home Care Workers, from the clients’ master assignment template. Maintains the cross reference client/worker list.
• Assigns staff with available time slots or casual or part time staff to cover for regular assigned staff on scheduled days off.
• Reassigns daily visits if a staff member cannot conduct visits as scheduled.
5. Notifies client or primary caregiver in advance of changes to the weekly schedule.
• Notifies the client when there is an unexpected staffing change or a change of the scheduled visit time.
6. Notifies the Home Care Worker when a client cancels a visit or if the client’s homebound status changes.
7. Maintains a log for staff to sign upon receiving their weekly schedule.
8. Assists in maintaining a monthly calendar with the staff’s days off and planned days that clients are away from home.
9. Reviews and verifies timesheets, travel logs and expense requests submitted and forwards them to the Associate Director or designee for authorization.
10. Documents telephone conversations with clients and employees.
11. Participates in case conference and collaborates with other disciplines in relation to scheduling issues.
12. Provides information to the Home Care Coordinator to assist in the evaluation of the Home Care Workers’ reliability, availability, flexibility, and punctuality.
13. Participates in the initial orientation and ongoing education of Home Care Workers.
14. Provides on call coverage on a rotational basis as assigned, including holidays and weekends.
15. As liaison to organization’s accounting department, processes time sheets and payroll.
16. Coordinates the storage of old records, such as time sheets and attendance records.
17. Answers telephones, directs calls to staff, and provides information and assistance to callers.
18. Maintains the office area and supply room in a neat, uncluttered, and safe manner.
19. Orders supplies for participants’ homes and board & care facilities. Coordinate with client, families and vendors to make sure supplies are ordered and delivered promptly. Keeps records of orders and creates systems for better tracking of existing inventory and orders made.
20. Prepares agenda for meetings with Home Care Workers; keeps records of attendance and follows up issues if necessary.
21. Participates in Home Care Team meetings and contributes to promote quality home care services to participants.
22. Accepts and performs all other reasonably related duties as assigned.
23. Administers home visits if necessary.


EDUCATION:

High School Diploma


BACKGROUND & EXPERIENCE:

1. Ability to understand English and Cantonese; ability to speak both clearly.
2. Experience in a health related field. Home Care and/or scheduling experience preferred.
3. Ability to communicate effectively with interdisciplinary team, Home Care Workers and clients.
4. Problem-solving skills.
5. Self-directed with the ability to work with moderate supervision.
6. Proficiency in Microsoft Word, Excel and Database management.
7. Excellent phone manner and Customer Service attitude / skills required.
8. Flexibility and patience to work in busy, fast-paced team environment.
9. Interest and willingness to work in a multilingual and multicultural environment.
10. Some college preferred
11. One year experience as an Administrative Assistant preferred.


PHYSICAL REQUIREMENTS:

• Ability to lift up to 20 lb.
• Ability to reach, bend and walk
• Five finger manipulation
• Ability to comprehend complex materials


COMPENSATION:

+ Competitive salary & benefits
+ Choice of medical plans plus dental and vision
+ Flexible spending account
+ Life insurance
+ Vacation
+ Sick time
+ Paid holidays
+ 403(b) retirement plan
+ Annual Holiday Party


TO APPLY:

Send a covering letter and resume, positively demonstrating your ability in relation to this position, referring to your previous academic, professional, voluntary and personal experience to jobs@ioaging.org. Please state the position title in the subject line and indicate from which website or source you learned about this position.

Alternately, you may send your application to Institute on Aging, 3330 Geary Blvd., 2nd Floor West, San Francisco, CA 94118, to the attention of Human Resources or fax your application to 415-750-4127.

Institute on Aging is an Equal Opportunity Employer.

Institute on Aging, 3330 Geary Blvd., 2nd Floor West, San Francisco, CA 94118. To the attention of Human Resources or fax your application to 415-750-4127