IT & Administrative Specialist

Aging Well Eldercare, one of the area's longest-practicing aging life care management services, is seeking a detail-oriented and tech-savvy IT & Administrative Specialist to join our team!

In this role, you will provide essential IT support, manage databases, coordinate client intake, assist with marketing efforts, and oversee various office operations. You will work closely with the Director of Administrative Services and Director of HR & Finance on maintaining company records, managing social media platforms, coordinating technology needs, and providing general administrative support. 

Essential Duties & Responsibilities:

Database & IT

• Updates & maintains records in the company’s FileMaker client database (CareView).
• Provides data entry support across departments on an ad-hoc basis including performing billable data entry tasks under the direction of a care manager.
• Assists Care Managers and Angels with troubleshooting technical and user issues related to the CareView database and associated devices, including training as needed. 
• Participates in ongoing FileMaker development meetings making note of follow-up items and next Phase development; tests bug fixes and new add-ons; and performs routine database changes under the guidance of the development team and FM developer.  
• Participates in all IT meetings and works with the IT Consultant to support routine IT needs of the company and assist with  implementing technology upgrades, network safety and minimize incident responses and system downtime.
• Partners with the IT team and Google Workspace to create standards and best practices in its use, resulting in uniformity in using Google Workspace within the company.
• Programs weekly on-call schedule and any changes into the office phone application (Intermedia). 

Intake & Marketing 

• Assists the Intake team with the referral process by greeting all new callers, responding to emails and Calendly inquiries, sharing intake information with the team, following up, and entering information into CareView.  
• Assists the Director of Admin Services with the maintenance and update of all company social media platforms including but not limited to GMB, the company website, FB, and assists with updating of monthly newsletter. 
• Performs monthly updates to the company email lists in the marketing database (Constant Contact).

Administrative & Office 

• Updates service overviews, fee schedules and releases as needed in Adobe and RightSignature and distributes the documents to the team.
• Sends out regular reminders to the team, including those related to the on-call schedule and the monthly staff meeting.
• Responds to and resolves staff requests including sending and forwarding faxes, and setting up Zoom meetings sent to the Office team email group. 
• Ensures company Gmail calendars remain up-to-date with staff birthdays, anniversaries, and on-call schedules. Updates employee Gmail signatures as needed. 
• Assists the Director of Admin with organizing & preparing for company events, and conferences in which we are sponsors.
• Assists the Director of HR & Finance with staff on-boarding as it relates to the set-up of new or existing equipment and instructs new staff on how to use company systems with an eye on network security.
• Rotates leading the monthly Office team meeting. 
• Collaborates with the Assistant Billing Manager on special projects related to marketing & billing such as preparing employee & client birthday cards, preparing the annual client holiday cards, and creating client surveys. 
• Performs other general administrative duties such as phone support, maintaining office/PPE inventory lists, filing, sorting & forwarding mail/packages, and conference room meeting set-up. 

Supervisory Responsibilities:

• None

Required Skills, Education, & Experience: 

• Associate’s degree or some college coursework preferred.
• Strong information technology skills, including proficiency in troubleshooting hardware and software issues, and managing digital tools. 
• FileMaker experience preferred, or other database management experience. 
• 1-3 years of experience working in an office environment and performing clerical duties.
• Excellent written and verbal communication skills.
• Excellent interpersonal & customer service skills, especially with older adults.
• Ability to work with staff across multiple departments.
• Strong organizational skills & detail-oriented. 

Physical Demands & Work Environment: 

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times when lifting office supplies or file boxes.

Benefits:

• Health insurance with HSA options, plus dental and vision coverage
• 401(k) retirement plan with company match 
• Paid time off 
• Life insurance and long-term and short-term disability coverage 
• Employee Assistance Program 

Salary : $21 - $25