Lead Administrative Assistant

Our Lead Administrative Assistant helps keep our home health care organization running smoothly by supporting and guiding the Clerical Administrative Support Team. This role focuses on coordinating daily administrative operations and maintaining clear, consistent communication between clients, caregivers, and staff.

In addition, the position contributes to a positive workplace experience by assisting with employee events and supporting service coordination efforts. The result is a more organized, connected environment that benefits both employees and the clients we serve.   

Key Responsibilities:

• Lead the Clerical Administrative Support Team, providing guidance, support, and mentorship to ensure high performance and professional growth
• Coordinate the workload within the team, ensuring that all administrative tasks are completed efficiently and accurately
• Ensure relief and coverage within the team for any absences or peak periods to maintain continuity in operations. Fill in as a Clerical Administrative Assistant and execute responsibilities as necessary
• Support internal team projects to ensure business continuity when needed
• Oversee the coordination of key services, including office maintenance, IT support, and office supplies, to ensure uninterrupted daily operations
• Facilitate communication and collaboration with vendors, clients, and internal departments to streamline processes and improve service delivery
• Provide ongoing support to various departments based on business needs
• Liaison with office building management to ensure safety protocols are completed annually. i.e., fire extinguishers and exit-door inspections, first aid replenishments and monthly checks, building maintenance, including participating in and organizing in Safety Committee meetings per OSHA requirements
• Develop and maintain clear communication channels between clients, caregivers, and administrative staff
• Ensure timely and accurate dissemination of information, acting as a central point of contact for any inquiries or issues
• Organize and manage administrative appointments, staff meetings, and other in-office events
• Coordinate logistics for events and gatherings aimed at enhancing team morale and client engagement.
• Implement initiatives to improve employee satisfaction, such as coordinating team-building activities and addressing staff inquiries promptly.
• Performance Monitoring and Reporting
• Track and report on key performance indicators (KPIs) related to service coordination, employee satisfaction, and communication effectiveness.
• Provide regular updates to the Assistant Administrator on the progress of the Clerical Administrative Support Team’s objectives and deliverables.
• Conduct feedback sessions with team members and stakeholders to identify areas for improvement and implement changes as needed.
• Facilitate ongoing training for the Clerical Administrative Support Team on organizational procedures, communication protocols, and service coordination techniques.
• Encourage continuous professional development within the team to enhance competencies and ensure high standards of service.
  
  

Qualifications:

• Associate’s or Bachelor’s degree in Business Administration, Healthcare Administration, or related field
• Minimum of 3-5 years of experience in an administrative support role, with at least 2 years in a supervisory or leadership position. Experience in a healthcare setting is preferred
• Strong leadership and team management abilities
• Excellent organizational and multitasking skills
• Proficiency in office management software (e.g., MS Office, scheduling tools)
• Effective communication and interpersonal skills, with the ability to interact with diverse stakeholders
• Problem-solving mindset and ability to work under pressure
• Ability to lead, inspire, and motivate a team to achieve organizational goals
• Communication: Strong verbal and written communication skills, with a focus on clarity and effectiveness
• Attention to Detail: High level of accuracy in managing tasks and reporting
• Commitment to providing exceptional support and service to clients, caregivers, and staff
******The position may require travel to the Santa Fe location, as needed to provide front desk coverage or support operational needs******