Project Manager Virtual Assistant

About Nova Home Care

Nova Home Care is a licensed home and community-based care provider serving clients across Indiana. Our caregivers deliver attendant care and in-home support that helps clients live safely and independently. We are a growing agency that runs on strong documentation, dependable communication, and a team that takes ownership of the details.

Position Summary

You will work closely with our admin team and report directly to leadership. The ideal candidate is highly organized, proactive, an excellent communicator, and comfortable owning recurring deadlines and leading others without being chased.

• Oversee operations — Provide oversight of daily agency operations, keep workflows moving across the admin team, track open tasks and deadlines, and ensure nothing falls through the cracks.
• Oversee client & caregiver management — Oversee how clients and caregivers are managed end to end — from intake and matching through ongoing communication — ensuring clients are well served and caregivers are supported and responsive.
• Oversee scheduling — Oversee the scheduling function to ensure visits are covered, gaps are resolved quickly, and schedules stay accurate and up to date.
• Lead weekly meetings — Plan and run a recurring weekly team meeting — setting the agenda, reviewing progress and open items, assigning follow-ups, and keeping the team aligned.
• Payroll report review — Double-check payroll reports for accuracy before submission, flagging discrepancies such as missed punches, mismatched hours, or visit-record gaps.
• End-of-day reporting — Compile and submit clear, consistent end-of-day reports to leadership summarizing the day’s activity, open items, and anything needing attention.
• Follow-through — Track action items to completion, anticipate problems before they escalate, and keep leadership informed.

• Prior experience in home care, healthcare, staffing, or another compliance-driven industry.
• Familiarity with caregiver scheduling and electronic visit verification (EVV) systems (e.g., AxisCare, Sandata).
• Experience reviewing payroll or timekeeping data.
• Background supporting audits, credentialing, or regulatory documentation.

• Proactive ownership — takes initiative and follows through without being chased.
• Leadership — comfortable directing others, running meetings, and holding the team accountable.
• Calm under pressure — prioritizes well when several things are urgent at once.
• Trustworthy with sensitive information — discreet and dependable.
• Process-minded — builds simple systems and checkpoints so things don’t slip.
• Team player — supports and coordinates with colleagues across functions.