Care Management Assistant

About the role

We are seeking a highly organized and proactive Care Management Assistant to provide comprehensive administrative and secretarial support to the department leadership. This role is responsible for relieving the supervisor of routine clerical and administrative responsibilities while ensuring the efficient operation of the office. The ideal candidate will possess exceptional communication, organizational, and project coordination skills and be able to manage multiple priorities with minimal supervision. Employment type: Full time.

Responsibilities

• Answer, screen, and direct incoming phone calls.
• Take messages and make appropriate referrals.
• Review and manage correspondence, including email communications as assigned.
• Maintain executive calendars, schedule meetings, appointments, and coordinate travel arrangements.
• Prepare meeting materials and ensure leaders have necessary documentation in advance.
• Attend meetings, take accurate minutes, and distribute meeting summaries.
• Track important deadlines and proactively bring critical dates to leadership's attention.
• Draft and edit correspondence, announcements, reports, training materials, proposals, and recommendations.
• Compile, analyze, and organize data for operational reports.
• Assist in preparing presentations and materials for committee meetings and leadership reviews.
• Create narrative summaries and professional business communications.
• Support special projects and initiatives assigned by leadership.
• Research information from internal, external, and online sources.
• Summarize findings into reports, spreadsheets, presentations, and graphs.
• Coordinate and execute onsite meetings, events, and departmental functions.
• Monitor departmental expenses and ensure appropriate expense allocation.
• Review expenditures for policy compliance and escalate concerns when necessary.
• Prepare purchase requisitions, check requests, and expense reports.
• Process purchase requisitions through Lawson or similar procurement systems.
• Manage office supply inventory and order supplies as needed.
• Coordinate maintenance and servicing of office equipment and facilities.
• Establish and maintain accurate filing systems.
• Manage departmental records and documentation.
• Ensure confidentiality and proper retention of sensitive information.
• Serve as a resource and mentor for junior-level administrative support staff.
• Provide guidance on administrative processes and best practices.
• Monitor departmental employee hours and attendance.
• Process payroll corrections and timekeeping errors through Kronos or similar systems.
• Ensure accuracy and compliance with timekeeping procedures.

Requirements

Required Education: High School Diploma or equivalent.