The Administrative Assistant (AA) for Group Homes and Host Homes provides comprehensive administrative and operational support to the Associate Director, Area Directors, and Host Home leadership team. This position is responsible for ensuring efficient coordination of documentation, communication, and compliance across both residential programs. The AA serves as a vital link between program leadership, pharmacy partners, and administrative departments to maintain accuracy, accountability, and timely completion of all program requirements.

Essential Job Duties and Responsibilities:

Administrative and Program Support

• Provide direct administrative support to the Associate Director and program leadership for Group and Host Homes.


• Maintain organized and up-to-date filing systems for staff, individuals served, and program documentation.


• Prepare and distribute correspondence, memos, and reports as needed.


• Track and ensure timely submission of required forms and documentation (e.g., HCPs, HRSTs, MARs, ISPs, and training records).


• Assist in scheduling meetings, preparing agendas, and recording minutes for leadership and program meetings.


• Support onboarding and credential tracking for Host Home subcontractors and residential staff.

Pharmacy Coordination & Medical Support

• Coordinate with pharmacy partners to ensure timely delivery, accuracy, and management of medication orders for both Group and Host Homes.


• Communicate directly with pharmacies regarding refills, corrections, and billing or documentation discrepancies.


• Oversee and track prior authorizations and cash authorizations for medications and medical supplies.


• Maintain detailed logs of authorization requests, approvals, and denials to ensure follow-up and documentation accuracy.


• Collaborate with nursing staff and program leadership to resolve medication-related concerns promptly.

CAP (Corrective Action Plan) and Compliance Monitoring

• Monitor and track all active CAPs for Group and Host Homes.


• Assist leadership in ensuring CAP follow-up items are completed and documented on time.


• Maintain an updated CAP log and communicate progress or outstanding items during leadership meetings.


• Support internal audits and quality assurance processes by preparing and organizing required documentation.

Communication and Coordination

• Serve as a central communication point between pharmacy, nursing, Area Directors, Host Coordinators, and administrative departments.


• Relay important updates, incident notifications, and follow-up actions to the appropriate staff


• Support communication between leadership and field teams to promote smooth program operations.