Beatitudes Campus

Job Description Program Support Coordinator Beatitudes at Home _________________________________________________________

Department: Beatitudes at Home (26) Division: Reports To: Director Beatitudes at Home Revision Date: February 25, 2013 Job Code: 20003 Grade: EEO Code: Operatives WC Code: 8824

Position Summary This position is primarily responsible for managing companion hiring process, office operations, coordinating retention and training activities, also assisting with scheduling, payroll and billing duties, adding to the overall success of the Beatitudes At Home program. __________________________________________________________________ Essential Functions

Manage the pre-screening, hiring and training processes for companions Coordinate all training and recruitment activities (e.g. screening applicants, initial phone interviews, scheduling face-to-face interviews, coordinating, developing and providing all orientation and training activities for companions) Develop and expand training materials and programming for Home Companions with Office Team Manage daily administrative operations of the Beatitudes At Home office Check the hours worked hotline daily confirm shifts for payroll and billing Track weekly scheduled hours and assist to manage overtime usage Manage availability and time off requests Manage companion compliancy and certification expiration dates and training needs Manage summary staffing spreadsheet Assist with staffing and scheduling during the week Assist with payroll and billing activities Manage office supply needs and ordering Manage expense reports from companions Respond to applicants inquiring about employment Provide immediate telephone response to incoming calls and inquiries Respond quickly to emergencies and incidents Organize and develop filing systems and scanning needs which ensure efficient office operations Regularly confirm Home Companion schedules via phone, email or in-person Communicate changes in condition or cancellation of services to clients, families and staff members

Job Description Administrative & Recruitment Assistant Beatitudes at Home Revision Date: 2/2013 Page 2

Communicate client, staff and family correspondence to Office Team and enter in database Participate in some on-call rotation and responsibilities Demonstrate exceptional customer service Other duties as assigned

Organizational Functions Assure that clients rights to fair and equitable treatment, self determination, individuality, privacy, property, and civil rights, including the right to file a complaint are upheld. Participates in and supports quality assurance/continuous quality improvement programs and processes. Serves on standing and ad hoc work teams/committees as required. Attends all mandatory in-services, and trainings as directed. Consistently maintains complete confidentiality of all medical, financial, employee, computer or other sensitive material which may jeopardize the privacy of others. Demonstrates orientation towards excellent customer service in all interactions by conducting oneself in a cooperative, courteous, positive, and professional manner. Displays sensitivity and awareness of others. Follows through with established expectations and keeps customers informed of progress. Supports, maintains, and promotes Beatitudes Mission Statement. Performs other duties as requested or assigned.

Position Qualifications

__________________________________________________________________ Minimum Training and Experience Minimum Education: Preferred Education: Minimum Experience: Preferred Education: High school diploma or GED required 4 year degree in business, healthcare, or related field Progressive experience in customer service industry, 2 years office administration or similar Ambition to grow and advance beyond current position 2 years home care scheduling experience highly preferred, previous experience in home care and working with seniors, 2 years office management experience Self-starter comfortable operating independently Handles frequent interruptions and incidents effectively Knack to think quickly on-your-feet and take initiative Excellent computer skills

Required Skills:

Job Description Administrative & Recruitment Assistant Beatitudes at Home Revision Date: 2/2013 Page 3 Required Skills, continued: Proficiency in entire Microsoft Office Suite, Scheduling and CRM Software Excellent interpersonal and communication skills Proven leadership capabilities Desire to develop and implement new ideas/methods Ability to comprehend medical terminology CPR & 1st Aid or ability to obtain within 1 week of hire Assist with the supervision of non-medical care staff

Required Licensure/Certification: Level of Supervision:

Management Experience Preferred: 2 years office management experience preferred Knowledge and Abilities Required to Perform Essential Functions Knowledge of: State and Federal rules, regulations, and laws as they pertain to in-home care and long term care in general State, Federal and long-term care insurance funding related to home care provision Non-medical home care policies and procedures Business development and operational strategy Best practices for staff development and staff retention practices General changes in the geriatric population Medical and pharmaceutical terminology Methods and procedures involved in handling emergency situations Concepts of performance improvement activities Customer service and hospitality best practices Needs related to Alzheimers disease and dementia, preferred Physical Demands: Moderate physical effort (lift/carry up to 25 pounds) Prolonged, extensive, or considerable standing and/or sitting Manual dexterity and mobility Unlimited range of physical motion Considerable reaching, stooping, bending, kneeling, crouching Lifts, positions, pushes and/or transfers clients Lifts/pushes/pulls or moves/lifts heavy equipment/supplies Intermittent exertion when performing treatments Ability to complete and pass annual physical examination Must be alert at all times

Job Description Administrative & Recruitment Assistant Beatitudes at Home Revision Date: 2/2013 Page 4 Vision Requirements: Eyesight at or correctable to meet requirement for a drivers license Must possess sight and hearing senses, or use prosthetics, that will enable these senses to function adequately, so that the requirements of this position can be met Judgment and Situational Reasoning Ability: Analyze the workload of the business regularly, recommend increases or decreases in number of staff Manage the recruitment, screening, interviewing, hiring, and training process Manages compliance and care staff issues quickly and effectively, reporting to Director regarding non-compliancy, write ups and incidences, as needed Handle client/staff concerns quickly and effectively Handles emergency or crisis situations quickly and effectively Requires judgment/action in which errors could result in having a moderate to significant impact on a clients health or well-being Requires judgment/action which could result in patient death Handles absentee scheduling replacement on a short notice Contact with clients and families under a wide variety of circumstances Ability to use independent judgment in routine situations Must be able to function independently in day to day situations Ability to manage multiple priorities in an effective manner Ability to seek out new methods, procedures, and/or principles and be willing to incorporate them into existing procedures Perceive and discriminate between various colors, sounds and odors in order to care effectively for the clients Ability to apply common sense understanding to perform highly repetitive tasks Apply common sense understanding to semi-repetitive tasks Ability to minimize waste of supplies, misuse of equipment, etc. Mathematical Ability: Ability to calculate decimals, ratios, percentages and fractions Ability to add, subtract, multiply and divide Language Ability and Interpersonal Communication Skills: Strong interpersonal and leadership skills Sensitive to the needs, interests, and abilities of the clients and care staff Excellent oral/written communications skills Read, write and speak English fluently Record and deliver information flawlessly Create and follow oral and written reports and policies

Job Description Administrative & Recruitment Assistant Beatitudes at Home Revision Date: 2/2013 Page 5 Ability to meet deadlines Create concise, meaningful written reports, payroll reports, and billing items Ability to use and interpret medical terminology and language Ability to prepare professional documents (e.g. formal correspondence, memos, transmittals, work orders, incident reports, insurance forms, newsletters, etc.)

Environmental Adaptability: Possible exposure to infectious and/or contagious diseases Possible exposure to the risk of blood borne diseases Possible exposure to hazardous body fluids and wastes Possible exposure to infection from disease-bearing specimens Occasional exposure to unpleasant client or unit elements Exposed to unpleasant elements (accidents, injuries, and illness) Subject to irregular working hours Proof of valid drivers license and insurance is required Must present self in both a professional manner and professional appearance Subject to many interruptions Some on-call responsibilities Occasional pressure due to high-level calls and inquiries May be exposed to extreme heat and cold __________________________________________________________________ The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

________________________________________ Employee ________________________________________ Human Resources

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