Job Summary:
We are seeking a highly organized and proactive Office Administrator to support the daily operations of our growing ABA therapy practice. This role is essential in ensuring efficient office operations, excellent family service, and seamless communication between staff, clients, and families. The ideal candidate is detail-oriented, professional, and able to thrive in a fast-paced healthcare environment while maintaining compliance with company policies and industry regulations.
Key Responsibilities
Administrative & Office Operations
- Meet weekly with the Office Manager to review tasks, priorities, and project progress.
- Answer and direct incoming phone calls to the appropriate department or staff member.
- Maintain client records and administrative documentation.
- Ensure all staff properly sign in and out at the start and end of their sessions.
- Manage office inventory, supplies, and ordering for the facility.
- Assist with additional administrative projects and tasks as assigned by management and directors.
Scheduling & Client Coordination
- Support the Scheduler with staff coverage needs and assume scheduling responsibilities as needed.
- Communicate with Behavior Technicians (BTs) regarding coverage assignments and client attendance.
- Follow up with families regarding client availability and schedule changes.
- Coordinate transportation services, including scheduling and maintaining PT-1 transportation arrangements.
- Ensure clients arrive on time for scheduled sessions and services.
Staff & Clinical Support
- Serve as a point of contact for BTs regarding daily office operations, documentation, forms, and client handoffs.
- Maintain communication with the Clinical Director, BCBAs, and Scheduler to ensure all necessary client materials are prepared before services begin.
- Create and organize treatment materials for Clinical Directors and BCBAs as needed.
- Assist the Program Coordinator with distributing daily itineraries.
- Support the Program Coordinator in monitoring staff adherence to schedules and assigned tasks.
- Maintain BT task checklists and provide weekly reports to the Office Manager.
Transportation & Compliance
- Manage company vehicle keys and ensure adherence to company transportation policies.
- Monitor driver trip logs and scan documentation to the company’s Google Drive system on a weekly basis.
- Ensure compliance with company procedures and operational standards.
Family Engagement & Communications
- Create and distribute monthly family newsletters.
- Coordinate mailings and communications regarding office updates, policy changes, and announcements.
- Design and distribute Fun Friday posters and reminder communications to families.
- Serve as a professional and welcoming point of contact for families and visitors.
Event Planning & Community Engagement
- Coordinate and organize staff outings, client events, holiday celebrations, and other company-sponsored activities.
- Assist with planning and execution of weekly, monthly, and annual events.
Qualifications
- Previous administrative, office management, healthcare, or customer service experience preferred.
- Strong organizational, time-management, and problem-solving skills.
- Excellent verbal and written communication skills.
- Ability to multitask, prioritize responsibilities, and adapt in a fast-paced environment.
- Proficiency with Microsoft Office, Google Workspace, and standard office technology.
- Experience working with families, healthcare providers, or ABA therapy settings is a plus.
- Ability to work independently with minimal supervision while maintaining productivity, accuracy, and professionalism.
- Self-motivated, dependable, and accountable, with a strong work ethic and commitment to completing tasks thoroughly and on time.
- Demonstrated sound judgment, integrity, and the ability to handle confidential information responsibly.
- Professional, reliable, and collaborative, with the ability to work effectively both independently and as part of a team.
What We Offer
- Supportive and collaborative work environment.
- Opportunity to make a meaningful impact on the lives of children and families.
- Professional growth and development opportunities.
- Up to 15 days of paid vacation days.
- Sick time off
- Accident Insurance
- Health, Dental & Vision Insurance
If you are an enthusiastic professional who enjoys supporting teams, helping families, and contributing to a positive workplace culture, we encourage you to apply and join our team.
Pay: $23.00 - $24.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
