Office Administrator/Scheduler

Office Administrator/Scheduler 
Location: Harvard, Massachusetts

Why Join us?

Join a mission-driven organization where your work directly supports individuals, families, caregivers, and the professionals providing essential care in the community. As the Office Administrator/Scheduler, you will play an important role in keeping daily operations organized, ensuring clients receive dependable support, and helping employees feel welcomed and prepared for success. This is an excellent opportunity for an organized, resourceful professional who enjoys 

Position Overview 

The Office Administrator/Scheduler is responsible for coordinating Home Health Aide schedules, supporting recruitment and onboarding activities, assisting clients and caregivers, and maintaining efficient daily office operations.

This position creates and maintains staff schedules, fills open shifts, communicates scheduling changes, organizes employment and client records, answers incoming calls, welcomes visitors, and provides administrative support to management and office staff. The ideal candidate is organized, responsive, detail-oriented, and comfortable managing multiple priorities in a fast-paced healthcare or human services environment.

How you will contribute 

SCHEDULING AND STAFFING COORDINATION

• Create and manage Home Health Aide schedules based on client care plans, service needs, and employee availability.
• Schedule and assign weekly Home Health Aide visits through the organization’s scheduling portal.
• Coordinate caregiver schedules to maintain appropriate client coverage.
• Monitor schedules for accuracy and maintain current staffing and availability records.
• Identify and resolve scheduling conflicts, gaps in coverage, and last-minute changes.
• Fill vacant shifts caused by illness, vacation, call-outs, or other absences by contacting available caregivers and collaborating with management.
• Communicate schedules, assignments, updates, and shift changes promptly to Home Health Aides, clients, families, and office staff.
• Notify clients and appropriate team members of delays, coverage changes, or other scheduling issues.
• Work closely with care coordinators, supervisors, nurses, and management to support continuity and coordination of care.

CLIENT AND CAREGIVER SUPPORT

• Serve as a central point of contact for clients, families, and Home Health Aides regarding scheduling questions and concerns.
• Respond to client and caregiver requests professionally, compassionately, and promptly.
• Relay relevant information to the appropriate office or clinical team member.
• Help resolve routine scheduling and service concerns while escalating more complex matters to management.

RECRUITMENT AND ONBOARDING SUPPORT

• Welcome prospective Home Health Aides and provide employment applications and onboarding materials.
• Assist applicants with completing employment and onboarding paperwork.
• Answer general questions regarding the application and hiring process.
• Collect, copy, verify, and organize required employment documents, including identification, certifications, licenses, and other supporting materials.
• Review applicant files for completeness and follow up regarding missing documentation.
• Help ensure employee files comply with organizational and regulatory requirements.
• Coordinate onboarding activities with management and other internal staff.

COMMUNICATION AND RECEPTION

• Greet visitors and provide professional, welcoming customer service.
• Answer, screen, and direct incoming telephone calls.
• Respond to emails and office correspondence in a timely and professional manner.
• Receive, sort, and process incoming and outgoing mail, packages, and deliveries.
• Direct questions and concerns to the appropriate staff member while protecting confidential information.

OFFICE ADMINISTRATION

• Maintain organized physical and electronic filing systems.
• Prepare reports, correspondence, forms, spreadsheets, and other administrative documents.
• Maintain accurate client, employee, staffing, and scheduling records.
• Order office supplies and monitor inventory.
• Coordinate equipment maintenance, vendor services, and other routine office needs.
• Support daily office operations to maintain an organized, professional, and efficient workplace.

ADMINISTRATIVE SUPPORT

• Provide administrative assistance to management and office staff.
• Assist with basic bookkeeping, expense tracking, and general recordkeeping.
• Enter and update information in scheduling systems, databases, electronic records, and healthcare portals.
• Handle sensitive client and employee information with discretion and confidentiality.
• Assist with special projects and perform additional administrative duties as assigned.

What we need from you 

• Previous experience in scheduling, staffing coordination, office administration, healthcare administration, home care, or a related environment is preferred.
• Experience scheduling Home Health Aides, personal care attendants, caregivers, or other field-based employees is strongly preferred.
• Strong organizational and time-management skills.
• Ability to manage multiple schedules, priorities, interruptions, and deadlines.
• Excellent written and verbal communication skills.
• Strong customer service and interpersonal abilities.
• Resourceful approach to problem-solving and filling urgent staffing needs.
• Strong attention to detail and commitment to maintaining accurate records.
• Proficiency with Microsoft Office Suite and the ability to learn scheduling software, electronic record systems, and healthcare portals.
• Ability to maintain confidential information and exercise sound professional judgment.
• Ability to work independently while collaborating effectively with management, clinical staff, caregivers, and other office employees.
• Dependable, professional, and comfortable working in a fast-paced office environment.

We are an equal opportunity employer and do not discriminate based on race, color, religion, sex, pregnancy, sexual orientation, gender identity or expression, national origin, ancestry, age, disability, genetic information, veteran status, or any other characteristic protected by applicable federal, state, or local law. We are committed to maintaining an inclusive workplace where all employees and applicants are treated with dignity and respect.