Admissions & Administrative Operations… at Harbor Care… · 35…

Harbor Care Foundation is looking for a highly organized, dependable, and detail-oriented Admissions & Administrative Operations Coordinator to join our team.This position is ideal for someone who enjoys wearing multiple hats and takes pride in keeping things accurate, organized, and running smoothly. The person in this role will support our admissions process, assist upper management with administrative duties, cross-audit various departments for accuracy and completeness, and help maintain an organized and professional administrative office. We are looking for someone who notices the little things, follows through, takes initiative, and isn't afraid to ask questions when something doesn't look right.

Key Responsibilities

Admissions & Referral Support

• Assist with incoming referrals and the admissions process.
• Review referral documentation for accuracy and completeness.
• Communicate with hospitals, health plans, referral sources, and internal staff as needed.
• Enter and maintain accurate resident and referral information.
• Track pending admissions and follow up on missing documentation.
• Help ensure admissions are processed efficiently and communicated to the appropriate departments.

Administrative Support

• Provide day-to-day administrative support to upper management.
• Assist with emails, phone calls, documents, spreadsheets, filing, and special projects.
• Maintain organized electronic and physical files.
• Track deadlines, outstanding items, and follow-ups.
• Assist with scheduling meetings and other administrative needs.

Quality Control & Cross-Auditing

• Cross-audit documentation and processes from various departments.
• Review records, forms, logs, authorizations, and other operational documents for accuracy and completeness.
• Identify missing information, discrepancies, or items requiring follow-up.
• Communicate findings professionally and respectfully with staff and management.
• Assist management with tracking systems, checklists, and processes that improve accountability.

Office Organization & Supplies

• Help maintain a clean, organized, and professional upstairs administrative office area.
• Keep common administrative workspaces neat and orderly.
• Monitor basic office and administrative supplies and place orders as needed.
• Organize files, forms, storage areas, and office materials.
• Take ownership of small operational details that help the office run smoothly.

What We're Looking ForThe ideal candidate is:

• Extremely detail-oriented and organized.
• Dependable, punctual, and consistent.
• Comfortable reviewing other departments' work for accuracy.
• Able to communicate corrections or concerns professionally.
• Able to prioritize and manage multiple responsibilities.
• Proactive and able to recognize what needs to be done without always being asked.
• Comfortable working in a fast-paced healthcare environment.
• Professional when communicating with hospitals, health plans, residents, and coworkers.
• Strong with follow-through and completing tasks.
• Comfortable using email, spreadsheets, Microsoft Office and/or Google Workspace.
• A team player who is willing to help wherever needed.

Preferred Qualifications

• Previous experience in admissions, healthcare administration, medical offices, behavioral health, recuperative care, social services, or a related environment preferred.
• Administrative assistant or office coordination experience preferred.
• Experience reviewing documentation, auditing records, or performing quality-control checks is a plus.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and appropriately handle sensitive information.

Who Will Thrive in This PositionThis role is perfect for someone who likes structure, organization, and accountability, but is also comfortable with their responsibilities changing throughout the day.One moment you may be reviewing an admission, the next you may be assisting management with a project, cross-checking documentation from another department, organizing the office, or ordering supplies.We are looking for someone with a “see it, own it, handle it” mentality who takes pride in helping the entire organization operate efficiently.

Pay: $20.00 - $23.00 per hour

Expected hours: 40.0 per week

Benefits:

• Health insurance
• Life insurance
• Paid time off

Work Location: In person