Administrative Assistant, Homecare Operations

Agrace is a nonprofit, community health care organization that is nationally recognized as a leader in the hospice industry. Well known for end-of-life care, Agrace also serves people across southern Wisconsin who are aging, seriously ill or grieving.

Agrace has a strong culture of employee engagement. In 2023, Agrace was named the #1 Top Workplace by the Wisconsin State Journal and Energage, and #79 of the top 100 companies in the country among those with an employee base of 500 to 999 workers!

HOW YOULL MAKE A DIFFERENCE IN THIS ROLE (ESSENTIAL FUNCTIONS)

The Administrative Assistant, under the supervision of the Spiritual and Grief Services Manager, is responsible for providing administrative support to the Spiritual and Grief Services and Community Relations Team and assisting with the coordination of all Spiritual and Grief Services mailings, events and support groups. This position also provides assistance with special projects in relation to the Spiritual and Grief Services and Community Relations team and assists community members seeking bereavement services.

• Provide general administrative support to the Spiritual and Grief Services and Community Relations Team
  • Provide administrative support to the Spiritual and Grief Services Manager e.g., scheduling meetings, proofing and editing documents.
  • Provide calendar management for Spiritual and Grief Services Manager.
  • Provide administrative support to the Spiritual and Grief Counselors upon request.
  • Provide telephone support for incoming phone calls from community members seeking information about spiritual and grief support services.
  • Schedule team meetings and take meeting minutes as directed.
  • Run weekly and monthly reports for Spiritual and Grief Services and communicate changes as needed
  • Maintain filing system, contact lists, and supplies.
  • Generate, copy, distribute, and file documents related to the operations of the department(s), such as agendas, minutes, policies, etc.
  • Respond timely to phone requests and messages.
  • Maintain necessary files, binders and/or forms necessary for the operations of the department.
  • Order supplies for the spiritual and grief services department
  • Compile daily/weekly/monthly statistical reports as requested; identify and report trends.
  • Assign referrals daily
  • Distribute Spiritual and Grief Counselor referrals to the appropriate Counselor as designated by team.
  • Oversee Spiritual and Grief Services Counselor caseloads by Counselor assignment.
  • Special projects as needed.
• Provide coordination for Spiritual and Grief Services support groups
  • Reserve rooms, equipment and food
  • Track grief groups throughout the year and assist in scheduling grief groups as needed.
  • Maintain an up-to-date schedule of all support groups on the internet
  • Develop support group listing for distribution and mailing
  • Coordinate letters for all support group attendees
  • Create and distribute group materials, roster and send out letters for the support groups
  • Maintain stock of all support group supplies, handouts and materials for packet assembly
  • Coordinate volunteers for co-facilitating support groups with Spiritual and Grief Services Counselors.
• Coordinate Monthly Mailings
  • Run reports for mailing to bereaved families (1 mo, 4 mo, 1 year) and proofread
  • Coordinate distribution of mailings with volunteers
  • Maintain Epic system for non-deliverable mailings
• Provide coordination for Hospice Counseling events
  • Coordinate and oversee Butterfly Memorial in Janesville
  • Provide administrative support for the Holiday Remembrance Ceremony
    • Run report and create mailing list
    • Run report and create labels for Holiday Journeys mailing

YOU BRING (EXPERIENCE & QUALIFICATIONS)

• High school diploma required.
• Three or more years of administrative experience with increasing responsibility providing support to management level staff. Experience in a health care setting preferred.

• Intermediate to advanced computer experience to include Microsoft Office (Word, Excel, Outlook, PowerPoint) and database systems.
• Excellent telephone, communication (verbal and written) and interpersonal skills
• Ability to communicate professionally, tactfully and compassionately in response to community members seeking grief services.
• Ability to use automated office and telecommunication systems and equipment (mobile phones, pagers, voice mail, TDD).
• Ability to maintain confidentiality and sensitivity in order to meet the needs of terminally ill patients and their families.
• Creative thinking and effective problem solving.
• Ability to be flexible and effectively manage priorities, multiple tasks and meet deadlines.
• Ability to work effectively with staff, volunteers, clients and the public.
• Ability to effectively perform all essential function and responsibilities of the position.
• Ability to organize, prioritize and manage job duties with minimal supervision.
• Experience writing communications to internal and external sources, including proofing and editing. Excellent grammar skills.
• Ability to speak, read, and write English in a professional manner.
• Creative thinking and effective problem solving.
• Flexibly and effectively manage priorities, multiple tasks, and meet deadlines.

Dont meet these qualifications as written? We would still love to talk about roles at Agrace: Join Here

At Agrace we are strengthened by the diverse experiences, cultures and traditions of our staff, patients, and clients.

Together, we pursue a vision of equityin which every Agrace staff member is treated fairly, and every patient and client experiences the respectful, individualized care they need and deserve.

We foster a culture of belonging and inclusion that celebrates peoples uniqueness and leads to meaningful, empathetic connections.

Agrace HospiceCare is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.