Employment Opportunities

Hospice & Palliative Care Chenango County


Title: Administrative Assistant

Reports to: Executive Director

Full Time/Non-Exempt



The Administrative Assistant is responsible for the flow of all office communications (phone, fax, e-mail, text, memo) internal and external, related to delivery of hospice care, fundraising, development, and business operations.



  1. Responsible for being professional in all interactions whether in person, phone, or written, with fellow team members, other professionals, and all patients & families, at all times.

  2. Responsible for providing high quality work to the organization, including maintaining all patient, staff, and organizational confidentiality.

  3. Responsible for being an expert in office policy and procedure as it relates to the listed responsibilities, skills, & knowledge.

  4. Responsible for being compassionate in all interactions when representing the agency.

  5. Administrative Responsibilities:

  1. Greet visitors; answer and direct phone calls

  2. Process all incoming checks/cash on deposit log; enter all appropriate revenue into Paradigm daily; run tape to account for all daily revenue.  

  3. Responsible for thank you letters and acknowledgements.

  4. Responsible for fundraising data entry into Paradigm and report completion for finance records.

  5. Provide support to Development Department related to fundraising events; copying, preparing mailings, and other functions, as needed.

  6. Provide clerical support, as needed to Volunteer, Bereavement and Clinical Outreach Departments.

  7. Responsible for timely ordering all office and house supplies and maintaining adequate inventories.

  8. Maintains all office equipment, telephone system, copiers, fax machines, printers, Pitney Bowes equipment.

  9. Open, date stamp, and distribute all incoming mail.  

  10. Assist in preparation of all reports for monthly board meetings; prepare mailings; other duties as requested in relation to board communication.

  11. Coordinate administrative volunteers when necessary.

  12. Accurately transcribe correspondence and reports for Executive Director as requested.

  13. Update all agency Policies and Procedures, at the direction of administrative staff.

  14. Accurately record minutes for staff meetings, transcribe and distribute as needed.

  15. In absence of Finance Coordinator, update patient log & patient census board.

  16. Ensure trash is taken out to the curb on Monday’s for Tuesday pick up.

  17. Summary of Services reports for doctors on expired or discharged patients.

  18. Demonstrates compliance with documentation requirements as evidenced by results on quality audits.

  19. Participates regularly in assigned PIPs.

  20. Attends all mandatory annual inservices, including keeping all assigned Relias Training up to date

  21. Other administrative duties as requested.


  1. Support to Clinical Team regarding patient services/records

  1. Works with Director of Patient/Family Services to ensure timely and accurate processing and follow-up of admission/ongoing documentation; i.e. orders, patient certifications, hospital discharge summaries, history & physicals, and any other pertinent medical information.

  2. Responsible for maintenance, coordination, and filing of patient records.

  3. Upon death of patient, ensures the completeness of the pt/family record; accurately prepares the chart for QA review.

  4. Responsible for preparing letter to physicians for IDG team, following death, discharge or revocation of a patient.

  5. Contacts other service agencies when needed.

  6. Assures that there is adequate inventory of all chart forms and admission packets.

  7. Fax signed IDG notes to primary physicians in a timely manner.

  8. Following thirteen month bereavement period, logs patient chart information on medical record destruction log, boxes patient charts and stores in predetermined area.

  9. Tracks patient chart logs for destruction in appropriate time period.


Language Skills: Ability to read, analyze and interpret common business & professional policy and procedure, technical manuals, Ability to communicate effectively.


Mathematical Skills: Ability to add, subtract, multiply, and divide, with attention to detail.


Reasoning Skills:  Ability to apply principles of logical or scientific thinking to a wide range of intellectual and practical problems. Ability to interpret and deal with nonverbal symbolism in its most difficult presentation. Ability to deal with a variety of abstract and concrete variables.


Computer Skills: Understanding of all Google Applications, email, calendar, sheets, and docs, Excel, Microsoft Word, Electronic Medical Record, NYS DMV


Education: No degree required, AS/AA preferred and 2-4 years experience in a professional/medical office setting


Knowledge, Skills, & Ability:

  1. Impeccable attention to detail.

  2. Excellent oral and written communication skills; professional office demeanor and business manner.

  3. Ability to stay focused in a chaotic environment

  4. Ability to move back and forth between tasks while maintaining quality

  5. Ability to work independently, be self-motivated and perform productively, and efficiently, managing a multitude of tasks, some of which are directly assigned and others which are self-generated, according to organizational need.

  6. Ability to relate to needs of terminally ill patients and their families.

  7. Proven organizational skills.

  8. Belief in the hospice philosophy.


Physical Requirements: Ability to sit for long periods of time, ability to lift 40 lbs, ability to walk upstairs multiple times throughout the day, Ability to see things with clear vision at 20 inches or less, Ability to work in a chaotic environment, Ability to report to work in inclement weather


Updated 9/5/2017



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