Administrative Assistant

The Lincoln Center for Family and Youth

1100 Adams Ave | Audubon, PA 19403

(610) 277-3715 | [email protected]

JOB DESCRIPTION: Administrative Assistant

JOB DESCRIPTION: Administrative Assistant

Title: Administrative Assistant

FLSA: Non-Exempt

Reports To: BCBA Clinical Supervisor

Location: 8901 West Capitol Drive Milwaukee, WI 53222

About Astera

Astera is an Applied Behavior Analysis (ABA) program of The Lincoln Center for Family and Youth (TLC), a nonprofit organization serving children and families for more than 50 years. We believe exceptional care begins long before a child enters the therapy room. Every interaction matters, and our Administrative Assistant helps create an organized, welcoming, family-centered experience.

Position Summary

The Administrative Assistant serves as the organizational hub of Astera, supporting children, families, clinicians, and leadership through exceptional customer service, scheduling, communication, and clinic operations. This role is an opportunity to help build the foundation of a growing nonprofit ABA program.

Your Impact at Astera

As Astera's Administrative Assistant, you will help create an exceptional experience for every child, family, and team member who walks through our doors. Your work will be essential to the daily success of our clinic, ensuring families feel welcomed, clinicians are supported, and operations run smoothly.

Family Experience & Client Support

You are often the first impression families have of Astera. Through warmth, professionalism, and exceptional customer service, you will help create an environment where every family feels welcomed, informed, and supported.

Responsibilities include:

• Welcome children, families, and visitors in a warm, professional, and compassionate manner.
• Serve as a primary point of contact for families throughout the intake, onboarding, and scheduling process.
• Answer phone calls, emails, and general inquiries in a timely and friendly manner.
• Guide families through intake paperwork and required documentation.
• Coordinate communication between caregivers and the clinical team to ensure a seamless experience.

Scheduling & Clinic Operations

• Coordinate client therapy schedules, assessments, supervision appointments, and team meetings.
• Maintain clinician schedules while maximizing efficiency and continuity of care.
• Monitor attendance, cancellations, waitlists, and rescheduling requests.
• Assist with insurance authorizations and appointment coordination.
• Help ensure appropriate staffing coverage and smooth day-to-day clinic operations.

Administrative Excellence

• Maintain organized, accurate, and confidential electronic client records.
• Prepare reports, forms, and internal communications.
• Support data entry, document management, and record maintenance.
• Order and maintain office and therapy supplies.
• Help maintain a welcoming, organized, and professional clinic environment.

Team Support & Collaboration

• Provide administrative and operational support to BCBAs, Registered Behavior Technicians (RBTs), and clinic leadership.
• Assist with onboarding new employees and coordinating orientation activities.
• Coordinate meetings, trainings, and clinic events.
• Foster positive communication and collaboration across the clinical team.
• Identify opportunities to improve workflows and operational efficiency.

Building Astera

One of the most exciting aspects of joining Astera, is the opportunity to help build the systems and processes that will support our long-term success.

We encourage our Administrative Assistane to:

• Help shape the operational foundation of our growing clinic.
• Identify opportunities to improve workflows and efficiency.
• Share ideas that enhance the client and family experience.
• Contribute to a positive, collaborative, and mission-driven culture.
• Grow professionally alongside a rapidly expanding nonprofit organization.

Qualifications

Required

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
• Minimum of two years of experience in healthcare, behavioral health, education, or administrative support.
• Excellent organizational, communication, and customer service skills.
• Proficiency with Microsoft Office, Google Workspace, and the ability to learn electronic health record systems.
• Ability to manage multiple priorities while maintaining professionalism, confidentiality, and attention to detail.

Preferred

• Experience working in an ABA, pediatric, behavioral health, or healthcare setting.
• Experience with electronic health records (EHR) and scheduling software.
• Passion for supporting children, families, and multidisciplinary clinical teams.

Why Join Astera?

Joining Astera means becoming part of something from the very beginning.

We're building an ABA program where every team member, clinical and administrative alike, plays a meaningful role in creating an exceptional experience for children and families.

At Astera, you'll find:

• A mission-driven nonprofit organization with more than 50 years of serving children and families.
• The opportunity to help launch and grow a brand-new ABA program from the ground up.
• A collaborative leadership team that values innovation, compassion, and continuous improvement.
• An interdisciplinary team committed to high-quality, family-centered care.
• Opportunities to contribute ideas, improve systems, and grow into future leadership roles.
• A workplace where your work directly supports children, families, and the clinicians who serve them.