Find & Apply For Administrative Supervisor Jobs in Overland Park, Kansas

Administrative Coordinator SeniorCare Homes Overland Park, KS Job Details Full-time $20 - $30 an hour 2 hours ago Benefits Health savings account Health insurance Dental insurance 401(k) Flexible spending account Paid time off Employee assistance program Vision insurance Life insurance Qualifications Long term care experience Electronic health records (EHR) management Phone communication HIPAA Filing Client file management Executive administrative support Scanning Data management Fax machines Health information regulatory compliance Productivity software Clinical confidentiality policies Faxing Managing patient records Marketing Time management Office record organization Full Job Description Job Overview We are seeking a highly organized, dependable, and versatile Administrative, Marketing & Operations Coordinator to serve as the administrative backbone of SeniorCare Homes. In this role, you will provide hands-on administrative support to our nursing team, assist our marketing team with materials, contracts, and incoming inquiries, and help coordinate the logistics of resident admissions, move-outs, and end-of-life transitions, all while maintaining the highest level of confidentiality. This position reports directly to the Associate Executive Director. You will also provide administrative and operations management support for CareStreet. This role is ideal for someone who thrives on follow-through, keeps paperwork moving, and wants to grow with a mission-driven senior care organization.

Core Responsibilities Nursing Administrative Support Filing & Uploading:

File, scan, and upload resident clinical documents, assessments, and records into the appropriate electronic systems in a timely and accurate manner.

Faxing & Correspondence:

Send, receive, and route faxes and correspondence with physicians, pharmacies, hospitals, hospice, home health, and other outside providers; ensure incoming items reach the right nurse promptly.

Chasing Orders & Documentation:

Follow up on outstanding physician orders, signatures, medication orders, lab results, and other required documentation; track open items through to completion and keep the nursing team informed of status.

Paperwork & Documenting:

Prepare, assemble, and complete routine forms and paperwork on behalf of the nursing team; document communications and follow-ups accurately.

Compliance & Recordkeeping:

Keep resident records complete, organized, and audit-ready to support compliance with all State and Federal regulations and strict HIPAA standards.

Marketing & Admissions Support Marketing Materials:

Help prepare, update, and assemble marketing materials, including brochures, flyers, information packets, and presentation materials for SCH and CareStreet.

Contracts & Move-In/Move-Out Documents:

Prepare residency agreements, contracts, and move-in and move-out paperwork; ensure documents are complete, signed, and properly filed.

Call Screening & Triage:

Answer and screen general incoming calls with warmth and professionalism; take accurate messages and, over time, learn to triage calls to the right party (marketing, nursing, operations, or leadership).

Inquiries & Tours:

Assist with scheduling tours, logging new inquiries, and supporting timely follow-up with prospective residents, families, and referral sources.

Admissions, Move-Out & Transition Logistics Admissions Coordination:

Under Olivia's direction, coordinate move-in logistics, including move-in dates, room readiness, and collection of pre-admission documents from families, physicians, and hospitals.

Move-Outs & Discharges:

Coordinate move-out timelines, final paperwork, and the return or transfer of belongings; notify internal teams and outside parties as appropriate.

Resident Deaths:

With compassion and discretion, help coordinate the logistics that follow a resident's passing, including communication with funeral homes, required notifications and documentation, and room turnover.

Team Communication:

Ensure nursing, care staff, housekeeping, and billing are informed and prepared for every admission, move-out, and transition.

CareStreet Administrative & Operations Support Operations Support:

Under the direction of Matthew and Olivia, provide administrative and operations management support for CareStreet, including documentation, scheduling, recordkeeping, and vendor coordination.

Tracking & Follow-Through:

Maintain trackers, reports, and task lists; follow up on deadlines and action items to keep projects moving.

Process Improvement:

Help organize and improve administrative workflows, templates, and systems as the business grows.

Executive & Office Support Schedule Support:

Maintain and organize leadership calendars; coordinate tours, contract signings, meetings, and special events.

Communication Management:

Draft professional correspondence, memos, reports, and documents to serve as an effective internal and external liaison.

Office & Meeting Support:

Plan meetings and orientations; manage the purchasing, stocking, and shipping of office supplies; assist with expense reports and vendor management.

Fleet & Travel Coordination:

Arrange servicing, cleaning, and maintenance for company vehicles and oversee car sign-in/out logs; assist with travel and conference arrangements as needed.

General Support:

Handle additional tasks and errands for leadership as needed with a high degree of discretion. Qualifications & Requirements Must-Have Qualifications Prior administrative, secretarial, or office experience, ideally in assisted living, senior living, home care, or a medical office setting. Comfort with medical office tasks such as faxing, scanning, filing, and uploading documents into electronic record systems. Strong understanding of HIPAA compliance and data confidentiality protocols. Exceptional organization and attention to detail, with persistent follow-through when chasing outstanding documentation and orders. Excellent phone manner and written and verbal communication skills; able to interact with families, physicians, and outside providers with professionalism and compassion, especially during sensitive transitions. Proficiency with Microsoft Office and/or Google Workspace, and the ability to quickly learn new software systems. Nice-to-Have Attributes Familiarity with medical terminology, physician orders, and assisted living regulations. Experience in senior living marketing, admissions, or healthcare sales. Experience creating or editing marketing materials using tools such as Canva or similar. Strong time-management skills with a proven ability to keep teams on track with important tasks and deadlines. Adaptability to pitch in on urgent tasks, staffing functions, or cross-functional team support during critical business needs.

Pay:

$20.00 - $30.00 per hour Expected hours: 40.0 per week

Benefits:

401(k) Dental insurance Employee assistance program Flexible spending account Health insurance Health savings account Life insurance Paid time off Vision insurance

Work Location:

In person