Job Details

Benefits:

401(k)

Dental insurance

Flexible schedule

Health insurance

Vision insurance

Administrative Support Specialist

HiHealthCare

Position Summary

HiHealthCare is seeking a highly organized and motivated Administrative Support Specialist to join our office team. This role supports essential administrative and operational functions to ensure compliance with agency standards, state and federal requirements, and internal policies and procedures.

The Administrative Support Specialist reports directly to the Operations Manager and provides support to the Clinical Director and the broader HiHealthCare leadership team. This position plays a key role in office operations, compliance, equipment logistics, and recruiting activities—ultimately contributing to continuity of care and overall agency success.

Responsibilities

Office & Administrative Support

Greet and assist office visitors with professionalism and courtesy.

Maintain office equipment (phones, scanner, copier, fax, furniture), including routine preventative maintenance, repair coordination, and supply inventory.

Handle all incoming and outgoing faxes; track documents requiring signatures.

Maintain field device inventory, oversee equipment assignments and returns, and ensure proper documentation.

Manage office and medical supply inventory; assist with distribution records, stock levels, and order placement.

Monitor and respond to general email inbox inquiries; distribute communications as needed.

Receive, sort, and distribute daily mail.

Prepare, pull, and compile reports as requested; assist with data entry.

Participate in weekly team meetings (in-person or virtual).

Assist in coordinating and executing company events and activities.

Recruiting & Onboarding Support

Provide support to the hiring team with recruiting, interviewing, and onboarding workflows.

Maintain accurate, organized, and detailed candidate tracking databases.

Coordinate and communicate with candidates regarding interviews, next steps, and reminders.

Assist with remote training logistics and staff education coordination.

Compliance & Documentation

Maintain accurate records and paperwork in accordance with agency standards.

Ensure all activities uphold HIPAA compliance.

Perform additional administrative and operational duties as assigned.

Competencies

Business Acumen: Understands implications of decisions; aligns work with strategic goals.

Diversity: Respects cultural differences; supports a harassment‑free workplace.

Ethics: Acts with integrity; builds trust; upholds organizational values.

Judgment: Makes sound decisions; includes the right stakeholders; reasons effectively.

Motivation: Persistent in overcoming obstacles; energized by work in the healthcare field.

Dependability: Meets commitments; reliable team contributor; willing to support extended hours when needed.

Initiative: Takes independent action; champions the candidate experience; demonstrates innovative thinking.

Benefits

This full-time position (with supervisor approval) qualifies for the following benefits:

Lunch Program: HiGroup Daily Grinds Program

Gym/Fitness Reimbursements

Parking or Bus Pass Subsidy

Cell Phone Reimbursement

Support for Continuing Education

12 Paid Holidays (including birthday off)

Paid Volunteer Time Off (VTO)

Paid Time Off (PTO) Accrual

Employee Snacks & Drinks

Career Advancement Opportunities

401(k) with 4% Matching and Profit Sharing (after eligibility is met)

Health Benefits: Medical, drug, vision, and dental

Life Insurance

Supplemental Voluntary Benefits: Life, disability, cancer care, and more