Scheduling & Administrative Assistant

Job Description

Job Description

Benefits :

• 401(k) matching
• Dental insurance
• Flexible schedule
• Free food & snacks
• Health insurance
• Opportunity for advancement
• Tuition assistance
• Vision insurance

COMPANY DESCRIPTION

HiHealthCare is a locally owned healthcare staffing agency, serving hospitals, homecare, correctional and medical facilities across the Hawaiian Islands. HiHealthCare is a division of The Hawaii Group, Hawaiis leading business process outsourcing firm. HiHealthCare operates the following 3 divisions : Hawaii Home Care dba HiHomeCare (home care), Cradles n Crayons (pediatric home care), and Hawaii Nursing dba HiNursing (staffing).

At HiHealthCare, we specialize in connecting healthcare professionals, nurses and caregivers with the medical facilities and home care positions in need of their expertise. We serve our clients with the same compassion we would share with our own families, but with the professionalism of medical practitioners. We strongly believe in working personally and directly with our patients and staff, connecting through core principles of integrity, transparency, and dedication.

We are committed to the consistent delivery of quality, dependable service, and professionalism. Our goal is to provide the best health care services with a smile and dignity.

POSITION SUMMARY

We are seeking an Scheduling & Administrative Assistant to join our office team. This position is essential for maintaining agency standards in line with policies and procedures set by state and federal regulations. The specialist will ensure continuity of care for patients while supporting both agency policies and back-office operations.

Reporting directly to the Operations Manager, the Support Specialist will also provide indirect support to HiHealthCare leadership and team.

RESPONSIBILITIES

Greet and assist office visitors.

Track inventory, manage supply orders, and distribute supplies for both field staff and the office, while maintaining accurate records and monitoring stock levels.

Assist with field device inventory, including troubleshooting, performing routine maintenance, and ensuring proper documentation upon assignment and return.

Handle all incoming and outgoing faxes, including tracking those that require signatures.

Manage the general email inbox and main phone line, responding promptly to inquiries.

Sort and distribute incoming mail, assist with outgoing mail, and manage bulk letters and packages

Verify and review schedules to ensure accuracy of hours worked, EVV Verification, and compliance with client and staffing needs.

Maintain accurate records related to nursing staff and patient schedules, including absenteeism and adjustments.

Pull and compile reports as requested and assist with data entry.

Attend and contribute to weekly team meetings, preparing agendas and providing updates.

Assist in planning and executing company events, trainings, and activities, including remote onboarding and staff education.

Ensure HIPAA compliance.

Performs other duties as assigned

COMPETENCIES

Business Acumen : Understands business implications of decisions; Displays orientation to profitability; Aligns work with strategic goals

Diversity : Shows respect and sensitivity for cultural differences; Promotes a harassment-free environment

Ethics : Treats people with respect and dignity; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values

Judgment : Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions

Motivation : Demonstrates persistence and overcomes obstacles; Takes calculated risks to accomplish goals; Drive and energy to thrive in the healthcare industry

Dependability : Keeps commitments; Commits to long hours of work when necessary to reach goals; Exceptional team player

Initiative : Takes independent actions; Must champion the candidate experience; Innovative thinker

QUALIFICATIONS

Experience : Healthcare industry experience preferred, especially in scheduling.

Education : High school diploma required; Associate's or Bachelor's in Healthcare Administration preferred.

Skills : Proficient in Adobe Acrobat and Microsoft Office Suite (Word, Excel, Teams, Outlook). Comfortable using various technology software and hardware, including EMR systems and other technologies.

BENEFITS

This is a full-time position that, with supervisor approval, qualifies for the following benefits :

Lunch Program (HiGroup Daily Grinds Program)

Gym / Fitness reimbursements

Parking or bus pass subsidy

Cell phone reimbursement

Support of continuing education

12 paid holidays (including a day off for your birthday)

Paid Volunteer Time Off (VTO)

Paid Time Off (PTO) accural

Employee snacks and drinks

Opportunities for career advancement

401K with 4% matching and profit sharing (after eligibility requirements are met)

Health Benefits (medical, drug, vision, dental)

Life Insurance

Supplemental Voluntary Benefits (ie. Life Insurance, Disability, Cancer Care, etc.)