Administrative Assistant
LA Musica Therapy
Full-Time | Monday–Friday | 11:30 AM–8:00 PM | On-Site
About LA Musica Therapy
LA Musica Therapy (LAMT) is a growing music therapy organization dedicated to using music to support individuals of all abilities. We work closely with children, teens, adults, families, and California Regional Centers to provide high-quality, individualized therapeutic services.
Our team is passionate about creating a welcoming and supportive environment for the individuals and families we serve. We are looking for someone who not only has strong administrative skills, but also has a genuine heart for serving the special needs and developmental disabilities community and understands the importance of compassion, patience, professionalism, and excellent communication when working with our families.
About the Position
LA Musica Therapy is seeking a highly organized, professional, and detail-oriented Administrative Assistant / Regional Center Coordinator to support the day-to-day administrative operations of our growing practice.
This position is ideal for someone who enjoys working in a fast-paced clinical environment, is comfortable communicating with families and outside agencies, and can manage multiple responsibilities with accuracy and professionalism.
Key Responsibilities
- Manage and track Regional Center Purchase of Service (POS) authorizations, including reviewing authorizations for accuracy, identifying missing or expiring POSs, and following up as needed.
- Communicate regularly with Regional Center Service Coordinators, families, FMS agencies, and other representatives regarding authorizations, services, scheduling, and administrative matters.
- Serve as a primary point of contact for client and family relations, responding to questions and providing friendly, professional support.
- Coordinate make-up session scheduling, cancellations, and other schedule-related communication between families and clinical staff.
- Assist management with daily administrative and operational needs.
- Maintain accurate client information and documentation within our Electronic Health Record (EHR/EMR) system.
- Assist with client onboarding, records management, forms, authorizations, and other administrative processes.
- Monitor outstanding Regional Center-related items and proactively follow up until they are resolved.
- Communicate with therapists, supervisors, management, families, and outside agencies to help ensure smooth clinic operations.
- Maintain confidentiality and appropriately handle sensitive client and healthcare-related information.
- Assist management with special projects and other administrative duties as needed.
Qualifications
- Strong organizational skills and exceptional attention to detail.
- Excellent written and verbal communication skills.
- Strong customer service and interpersonal skills.
- Compassionate and patient when communicating with individuals and families within the special needs and developmental disabilities community.
- A genuine desire to support the mission and families served by LA Musica Therapy.
- Ability to communicate professionally with families, Regional Center representatives, clinical staff, and management.
- Comfortable managing multiple priorities and taking ownership of follow-up items.
- Proficient with computers, email, electronic records, and general office software.
- Dependable, punctual, proactive, and able to work both independently and collaboratively.
- Must be able to reliably commute to our office and work on-site Monday through Friday from 11:30 AM–8:00 PM.
Preferred Experience
- Previous experience working with a California Regional Center or Regional Center service provider.
- Experience handling POS authorizations, Regional Center documentation, or client services.
- Experience with an Electronic Health Record (EHR/EMR) system.
- Previous administrative experience in a therapy practice, medical office, hospital, clinic, behavioral health organization, or other healthcare setting.
- Experience working with individuals with developmental disabilities or special needs.
- Familiarity with HIPAA and handling confidential client information.
- Experience supporting clinical or healthcare management teams.
- Bilingual in Spanish or Armenian preferred.
Who We’re Looking For
The ideal candidate is proactive, dependable, compassionate, resourceful, and highly organized. We are looking for someone who takes pride in helping others, follows through on responsibilities, and understands that excellent administrative support directly impacts the quality of care our clients and families receive.
Most importantly, we want someone who has a heart for serving others and genuinely wants to be part of an organization supporting the special needs community.
To apply, please submit your resume along with a brief description of any experience you have working in a healthcare/clinical setting, with Regional Centers, with the special needs community, or with electronic health record systems.
Pay: $24.00 - $27.00 per hour
Benefits:
- 401(k)
- Health insurance
- Paid time off
Education:
Experience:
- Administrative: 2 years (Required)
Language:
Ability to Commute:
- La Crescenta, CA 91214 (Required)
Work Location: In person
