Pine Way Group Home Administrative Coordinator Job Description Position Summary The Administrative Assistant supports the daily administrative and compliance operations of Pine Way Group Home. This role ensures that all resident and personnel documentation, reporting, and communication systems are maintained in accordance with Michigan Department of Health and Human Services (MDHHS) licensing rules and agency policies. The Administrative Assistant plays a critical role in ensuring records are accurate, current, and readily available for inspection, supporting the delivery of safe and effective care to residents. Key ResponsibilitiesAdministrative & Office Support Check and respond to all incoming mail, voicemails, and emails daily Answer and direct phone calls in a professional and timely manner Maintain organized filing systems (electronic and physical) in accordance with MDHHS record retention and confidentiality requirements Input and maintain the Daily Census Report, ensuring accurate, real-time documentation of resident population and placement status Compile, reconcile, and maintain the Monthly Census Report in compliance with MDHHS licensing and reporting requirements, ensuring accuracy, completeness, and timely submission Prepare reports, correspondence, and internal documents as required Ensure administrative supplies and materials are maintained and available Resident Records & Documentation Compliance Maintain complete and current resident files in accordance with MDHHS licensing rules Ensure all required documentation is present, including but not limited to: Intake and admission paperwork Medical, dental, and mental health records Treatment plans (USP/ISP) and updates Incident and behavioral reports Ensure all resident records are accurate, up to date, and readily accessible for licensing reviews and audits Assist with intake and discharge documentation, ensuring timelines and requirements are met Track and follow up on missing or incomplete documentation with appropriate staff Incident Reporting & Regulatory Compliance Ensure incident reports are completed, documented, and filed in accordance with MDHHS requirements Track submission timelines to ensure timely reporting of critical incidents to appropriate parties Maintain logs of incidents for internal review and licensing inspections Assist leadership in gathering documentation for investigations or licensing inquiries Personnel Records & Training Compliance Maintain complete and current employee personnel files in accordance with MDHHS licensing rules Track and monitor expiration dates for: Driver's licenses TB tests and health clearances Required training and certifications (CPR/First Aid, CPI, Recipient Rights, etc.) Ensure all staff meet licensing requirements prior to working independently and remain in compliance Assist with onboarding by collecting and organizing all required employment documentation Scheduling & Coordination Schedule and confirm resident appointments (medical, dental, therapy, psychiatric, etc.) Coordinate transportation and ensure documentation of appointments is maintained Maintain and update Mr. Frank's calendar, ensuring awareness of all meetings, deadlines, and licensing-related obligations Provide reminders to ensure compliance with scheduled appointments and required services Resident Services Coordination Assist with enrollment of residents into: Educational programs (public/private school systems) After-school and enrichment programs Workforce readiness and employment programs Maintain documentation of enrollment, attendance, and participation as required Communicate updates that impact resident care to appropriate staff in a timely manner Health & Safety Compliance Ensure all first aid kits in homes and company vehicles are stocked and maintained in accordance with licensing and safety standards Assist in maintaining emergency preparedness documentation, including drills and safety procedures Track and maintain documentation related to health and safety inspections Staff & Leadership Support Provide administrative support to the Operations Director and Leadership Team Assist in preparation for licensing inspections, audits, and site reviews Help organize and maintain documentation required for compliance reviews Coordinate staff meetings, trainings, and required documentation follow-up Communication & Confidentiality Serve as a central point of communication between staff, leadership, external providers, and community partners Ensure timely and accurate dissemination of information Maintain strict confidentiality of all resident and personnel information in compliance with HIPAA and MDHHS regulations Additional Responsibilities Assist with internal audits to ensure ongoing compliance with MDHHS licensing rules Monitor documentation systems and identify gaps or areas needing correction Support corrective action efforts related to documentation or compliance deficiencies Participate in team meetings and provide administrative/compliance updates Perform other duties as assigned to support the operation and regulatory compliance of the home Qualifications High School Diploma required; Associate's or Bachelor's degree preferred Experience in administrative support, preferably in a residential, child welfare, or human services setting Strong understanding of documentation and compliance expectations (MDHHS experience preferred) Excellent organizational, time management, and communication skills Proficiency in Microsoft Office and data tracking systems Ability to manage confidential information with professionalism and discretion Core Competencies Strong attention to detail and accuracy Organization and documentation management Knowledge of compliance and regulatory expectations Effective communication and coordination Ability to multitask in a fast-paced residential environment Work Environment Office and residential setting supporting youth in care Monday-Friday, 9am-5pm, Holidays off May require occasional travel for administrative support tasks

Pay:

$40,000.00 - $45,000.00 per year

Benefits:

Paid time off

Work Location:

In person