Nursing Administrative Assistant

Description

About Vitale Nursing

Founded in 2008, Vitale Nursing provides concierge nursing services in Los Angeles County and surrounding areas. As one of the most reputable private duty nursing companies, Vitale collaborates with the best doctors in the industry to offer individualized care to our high-profile clientele.

Position Overview

We are seeking a proactive, detail-oriented, and dependable Nursing Administrative Assistant to join our team. This role requires a highly organized individual who thrives in a fast-paced environment and understands the 24/7 nature of our business. As the key support to our operations, you will manage a variety of administrative, scheduling, marketing, and client-facing responsibilities. Occasionally, you may need to step in to cover shifts when necessary to maintain seamless care for our clients.

Minimum Qualifications

• 2 years of experience scheduling appointments for multiple staff members.

• 2 years of experience in a healthcare or concierge service setting.

• 2 years of experience managing budgets.

• Understanding of HIPAA regulations and confidentiality.  • Ensure confidentiality of sensitive healthcare and personnel information. 

 • Must agree to sign an NDA & Non-Circumvent Agreement.

• 2 years of supervisory experience.

• 2 years of office management experience.

• Availability on weekends and evenings as needed.

• Experience with employee training and onboarding.

• Strong customer service and problem-solving skills.

Administrative Skills: Proficient in organizing, scheduling, and managing office tasks, including handling sensitive documents.

• Communication Skills: Strong verbal and written communication abilities for interacting with healthcare professionals, patients, and families.   Respond to phone calls and emails promptly and professionally.• 

Technical Proficiency: Competency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and healthcare management software.

• Problem-solving: Ability to manage multiple tasks, prioritize work, and resolve issues independently or with minimal supervision.

• Attention to Detail: High degree of accuracy in record-keeping, data entry, and processing documentation.

• Customer Service: Professional and empathetic demeanor when assisting patients, families, and staff.Preferred Qualifications

• 2+ years of experience working with high-profile clients.

• Experience as a Licensed Vocational Nurse or Registered Nurse

• Familiarity with concierge medical services and industry doctors.

• Working knowledge of AlayaCare and CareAcademy.( Will Train)

• Experience with payroll, marketing, and managing multiple vendors.

• Monday–Friday: 7:00 AM–5:00 PM (1-hour lunch break).

• On-call: Every other Weekend

• Holidays: Available on some holidays 

• In person at the office

• Schedule subject to change at Vitale’s discretion.

Salary & Benefits

• Annual Salary: $90,000 (Exempt; no overtime).

• Benefits: Health, dental, vision insurance, 401(k), and retirement plan (eligibility after 90 days).

• Vacation and sick leave after a 3-month probationary period.

• Company-provided laptop and cell phone.

• Annual bonuses Metrics Met

Key Responsibilities

Scheduling:

 Staff schedules, meetings, and training sessions as needed. • Create and update monthly schedules.

• Coordinate team check-ins and vendor appointments.

• Set up schedules in AlayaCare.

• Manage offers and last-minute scheduling needs.

Marketing:

• Develop and execute marketing strategies to enhance brand visibility.

• Coordinate with clients and vendors for promotional activities.

• Track and analyze marketing efforts for effectiveness.

Client Relations:

• Handle client intake, correspondence, and follow-ups.

AlayaCare Management:

• Oversee service, pay, and billing codes.

• Send out shift offers and manage system updates.

Employee Management:

• Conduct daily check-ins and follow up on admin requests.

• Provide tech assistance to field staff.

• Send shift reminders and update trackers in Google Docs.

• Maintain up-to-date records of staff credentials, certifications, and compliance with regulatory requirements.

Administrative Support:

• Assist with company technology, equipment, and document filing.

• Manage trackers and maintain accurate records.

• Support nursing staff with administrative tasks such as filing, scheduling, and managing correspondence.

Billing & Bookkeeping:

• Prepare and review invoices.

• Manage credit card charges and past-due follow-ups.

• Classify transactions and reconcile monthly accounts.

Payroll:

• Approve visits and verify with systems.

Supervision:

• Monitor and address discrepancies, tardiness, and tech issues.

• Documentation check and apply training to staff if needed. Coordinate with Human Resources

Shift Coverage:

• Be available to step in and cover shifts when necessary to ensure consistent client care and service quality.

30-60-90 Day Expectations

• Month 1: Learn about company culture, systems, and daily operations. Begin managing day-to-day tasks, scheduling, marketing, and client documentation.

• Month 2: Contribute to process evaluations, policy reviews, and marketing campaigns while handling daily operations.

• Month 3: Execute ideas, lead marketing initiatives, and support operational excellence while continuing to oversee scheduling, client relations, and administrative tasks.

Job Type

• Full-Time

Requirements

Physical Requirements

• Ability to sit, stand, and walk for extended periods.

• Must be able to lift up to 20 lbs occasionally.

• Manual dexterity for operating office equipment (keyboard, phone, copier).