Job Description

Role Summary: 

As our Office Manager Assistant, you’ll support day to day administrative operations and work closely with our Office Manager to ensure the office runs seamlessly. You will be the backbone of our workplace - efficient, personable, and proactive. 

Key Responsibilities:

Front Desk, Intake & client relations:

• Greet clients and families professionally, assist with check-ins/out, and manage visitor flow.
• Handle incoming phone calls, route messages appropriately, and respond to general inquiries.
• Coordinate client intake paperwork, verify insurance, and ensure ALL documentation is HIPAA-compliant.

Scheduling & Operations Support:

• Assist with scheduling therapy sessions - balancing therapists availability cancellations, and client needs to maximize utilization.
• Help maintain and update staff and client schedules accurately using Central Reach.

Administrative & Office manager:

• Complete light cleaning or facility upkeep as needed to maintain a professional environment.
• Assist with mailing processing, filing, copying laminating, and other clerical tasks.

Leadership Collaboration & Culture-building:

• Implement staff engagement, appreciation initiatives, and uphold clinic policies coordinated with leadership.

Skills & Qualifications:

Requires: 

• High school diploma
• 1-3 years of administrative support experience, ideally in a healthcare or ABA clinic environment.
• Proficiency in Google Drive, Docs, Google Sheets, Gmail, etc. 
• Knowledge of HIPAA compliance and ABA-specific documentation standards.
• Excellent communication, organization, and multitasking abilities with a STRONG attention to detail!

Preferred/Plus:  

• Certification as an RBT. 
• Bilingual Skills (Spanish speaking to support diverse families).
• Familiarity with clinic budgeting and clinical workflow analysis.

Performance Expectations:

• Assist in maximizing clinical utilization; proactively reassign cancellations to match therapist availability with client authorizations.
• Maintain a smoothly functioning front desk to support both client satisfaction and clinician efficiency.
• Assist to the Office Manager; must be flexible on working full time some days to help cover the front desk duties.
• Success looks like: Efficient office operations, timely communications, and proactive problem solving.

Reports to: Office Manager

Schedule & Compensation:  

• Part-Time: Typically 9:45-12:45, Monday-Friday.
• Full-Time on busy days: 7:45am to 4:15pm, as needed.
• Pay Rate: $12.00-$15.00/hour (DOE).

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