Administrative Support Specialist

DescriptionMake an Impact Behind the Scenes at Cedarcrest

Are you organized, detail-oriented, and someone who enjoys keeping things running smoothly? Cedarcrest is looking for an Administrative Support Specialist to provide essential support to our Nursing and Programs departments.

In this role, you’ll work closely with our Director of Nursing and Director of Programs, helping manage the many moving pieces that support our residents, families, and staff. From coordinating schedules and meetings to maintaining important documentation and helping prepare for admissions and stays, your work will play an important part in keeping our teams organized and connected.

This is a great opportunity for someone who enjoys variety, takes pride in accuracy, and likes being the person others can count on to keep things on track.

What You’ll Do

Support Our Nursing & Programs Leaders

Manage calendars and help coordinate the day-to-day schedules of the Director of Nursing and Director of Programs
Monitor and organize email, flagging items that require attention or follow-up
Assist with correspondence, reports, documents, data entry, and other administrative needs
Coordinate meetings and events, including scheduling, preparing materials, managing logistics, and supporting follow-up
Handle confidential and sensitive information with professionalism and discretion

Keep Meetings & Projects Moving

Attend or review recordings of key meetings, including QAPI, Therapy, Education and Medical (TEAM), Infection Prevention, and other assigned meetings
Prepare and distribute clear, accurate meeting minutes
Track action items and follow up with team members to help ensure next steps are completed

Help Support Scheduling & Timekeeping

Organize timekeeping in Paycom for Nursing and Programs staff, including missed punches and time-off entries
Prepare timekeeping information each pay period for supervisor review and approval
Assist with the nursing staffing schedule, including tracking open shifts and helping coordinate coverage as directed
Maintain accurate scheduling and timekeeping records and assist with related reports

Maintain Important Records & Documentation

Help prepare and route paperwork related to admissions, placements, stays, and discharge planning
Coordinate required information and signatures from staff and assemble completed documentation
Submit documentation to state partner agencies within required timelines and maintain accurate submission tracking
Work with the Nurse Case Manager to gather admission paperwork and set up charts for new admissions
Assist with documentation and coordination for respite stays
Review and organize charts, identifying missing information or reports
Gather medical records and other requested information for leadership and partner agencies
Help maintain accurate family contact information and communicate updates to appropriate staff

Support Residents, Families & Volunteers

Help prepare cards and correspondence for families
Coordinate RSVPs for family events
Maintain the volunteer calendar and assist with volunteer onboarding paperwork
Support the Social Worker with residents’ clothing needs
Help maintain inventory and tracking of residents’ personal electronics
Create and maintain tracking tools and information sheets as needed

Qualifications

Associate’s or Bachelor’s degree in Business Administration, Office Management, or a related field preferred; equivalent experience may be considered
Experience in a health care, school, or human services setting preferred
Strong organizational and time-management skills, with attention to detail and accuracy
Proficiency in Microsoft Office Suite required; experience with electronic timekeeping or record systems preferred
Demonstrated discretion with confidential information and clear professional boundaries