Administrative Assistant

Description

Position Summary

We are seeking a professional, organized, and customer-focused Administrative Coordinator to support the daily operations of our clinic. This role serves as the first point of contact for clients, families, and visitors while providing administrative, scheduling, and operational support to the clinical and leadership teams. The ideal candidate is detail-oriented, compassionate, and able to manage multiple priorities while maintaining the highest standards of professionalism and confidentiality.

Essential Job Duties

Responsibilities include, but are not limited to:

• Provide comprehensive administrative and secretarial support to management and clinical staff.
• Coordinate and maintain client schedules for Applied Behavior Analysis (ABA) services, including line therapy, supervision, family guidance, as well as Occupational Therapy (OT) and Speech-Language Pathology (SLP) services, as applicable.
• Create, update, and maintain employee schedules, ensuring accuracy within MeasurePM and approving schedules for payroll processing.
• Answer incoming telephone calls professionally, respond to general inquiries, and direct calls to the appropriate team members.
• Communicate with client families regarding scheduling changes, session cancellations, client illnesses, incidents, and other important service-related information with professionalism and discretion.
• Assist staff and families with MeasurePM, including obtaining required guardian signatures and providing general system support.
• Welcome clients, families, vendors, and visitors in a warm, professional, and courteous manner.
• Process incoming mail, faxes, and deliveries, and prepare outgoing mail, courier shipments, and electronic communications as needed.
• Maintain a clean, safe, and welcoming clinic environment by performing routine cleaning and disinfecting tasks, organizing common areas, vacuuming, wiping high-touch surfaces, and responding to unexpected cleaning needs.
• Manage office inventory by receiving, storing, organizing, and replenishing office and clinic supplies.
• Organize and maintain storage areas, supply closets, and clinic workspaces to promote efficiency and safety.
• Coordinate maintenance and repairs for office equipment, furniture, and facility needs.
• Scan, upload, organize, and securely file confidential client and employee documentation in accordance with company policies and privacy regulations.
• Perform additional administrative, operational, or organizational duties as assigned to support clinic operations.

Requirements

SCHEDULE

• Part-time, 20 hours per week 
• Monday through Friday from 2:30-6:30pm 
• Opportunities for advancement and increased hours in the future 

Required Qualifications

• High school diploma or equivalent required; associate's degree or administrative experience in a healthcare setting preferred.
• Strong organizational skills with exceptional attention to detail.
• Self-motivated with the ability to work independently and take initiative.
• Excellent verbal and written communication skills with a professional and customer-focused demeanor.
• Strong critical thinking and problem-solving abilities.
• Proficient in Google Workspace (Google Docs, Sheets, Drive, Calendar, Gmail, and related applications).
• Comfortable learning and utilizing scheduling and electronic documentation systems, including MeasurePM.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Excellent time management and the ability to prioritize competing responsibilities.
• Ability to work collaboratively with a multidisciplinary team while also performing independently.
• Commitment to maintaining a welcoming, professional, and ethical environment for clients, families, and staff.

Preferred Qualifications

• One (1) or more years of administrative, front office, or customer service experience, preferably in a healthcare, therapy, or behavioral health setting.
• Experience coordinating schedules for multiple providers or services in a fast-paced environment.
• Familiarity with Applied Behavior Analysis (ABA), Occupational Therapy (OT), Speech-Language Pathology (SLP), or other pediatric therapy services.
• Experience using electronic medical records (EMR), practice management, or scheduling software, including MeasurePM or similar platforms.
• Working knowledge of HIPAA regulations and the handling of confidential client information.

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