Administrative Coordinator - Evaluations & Operations Speech Goals Speech Therapy, Inc.

Job Type:

Full-time Location:

South San Francisco, CA Schedule:

Monday-Friday, 9am-5:30pm

Work Location:

In person About Speech Goals Speech Goals is a privately owned pediatric therapy practice serving children and families throughout San Francisco and the Peninsula. We specialize in early intervention, family-centered care, and collaborative, interdisciplinary support for young children and their caregivers. We believe meaningful growth happens through connection, play, and developmentally appropriate experiences. Every member of our team plays an important role in creating positive, meaningful opportunities for the children and families we serve. We are excited to expand our programs to include inclusive, community-centered playgroups where children of all abilities can explore, connect, build friendships, and learn through play! Our goal is to create welcoming environments that celebrate individuality, encourage natural social interactions, and give children opportunities to experience the joy of playing alongside their peers. Our administrative teams play a critical role in supporting Speech Goals' programs and operations across locations, ensuring families, therapists, and clinical teams receive the coordination and support they need. About the Role We are seeking a highly motivated, exceptionally organized, and detail-oriented Administrative Coordinator to join our growing team! This position plays an essential role in supporting the daily administrative operations of Speech Goals, with a particular focus on coordinating evaluations and assessments, managing referrals, tracking documentation, and communicating with families, therapists, insurance providers, and funding sources. The ideal candidate thrives in a fast-paced environment, enjoys creating order out of complex processes, and takes pride in ensuring that no detail is overlooked. We are looking for someone who can take ownership of responsibilities, anticipate needs, identify potential issues, and proactively follow through to completion — without requiring constant reminders or oversight. This role requires exceptional organizational skills, strong communication, and the ability to manage multiple priorities while maintaining accuracy, professionalism, and accountability. Key Responsibilities 1. Evaluation & Assessment Coordination Coordinate and schedule initial evaluations, assessments, and related appointments across Speech Goals programs and service locations. Communicate with families regarding appointment availability, scheduling requirements, and necessary documentation. Collaborate with therapists, clinical supervisors, and scheduling staff to coordinate evaluation appointments. Track evaluation requests from initial referral through scheduling, completion, and submission of required documentation. Monitor evaluation deadlines and proactively follow up to ensure timely completion. Verify that required intake paperwork, authorizations, and supporting documents are received before scheduled evaluations. Identify scheduling conflicts, missing information, or potential delays and communicate concerns promptly. Maintain accurate records of scheduled, pending, completed, canceled, and rescheduled evaluations. 2. Insurance, Funding Source & Authorization Coordination Communicate with insurance providers, regional centers, and other funding sources regarding administrative requirements for evaluations and services. Assist with verifying insurance information, service eligibility, authorization requirements, and applicable coverage details. Track authorization requests, approval dates, expiration dates, and other important funding-related deadlines. Coordinate the collection and submission of documentation required by insurance providers and funding sources. Follow up on pending authorizations, missing documents, and outstanding requests. Maintain accurate records of funding source requirements and relevant correspondence. Collaborate with scheduling, billing, and clinical teams to ensure services are coordinated according to applicable authorization and funding requirements. Proactively identify potential authorization issues or administrative barriers and escalate them before they impact scheduled services. 3. Documentation & Report Coordination Track therapy reports, evaluation documentation, progress reports, and other required clinical paperwork. Maintain organized systems for monitoring report due dates, completion status, and outstanding documentation. Communicate proactively with therapists and supervisors regarding approaching deadlines and missing information. Review completed reports for administrative completeness, formatting, grammar, clarity, and consistency. Identify missing sections, incomplete information, or administrative discrepancies and coordinate corrections with the appropriate clinician. Ensure reports and documentation are submitted to authorized referral sources and funding partners within required timelines. Maintain accurate documentation records and organized electronic filing systems. Follow established confidentiality, privacy, and HIPAA requirements when handling patient information. Clinical content, findings, diagnoses, and treatment recommendations remain the responsibility of appropriately qualified clinical professionals. 4. Referral & Family Communication Assist with processing incoming referrals and coordinating the next steps needed to begin services. Communicate professionally and compassionately with families regarding scheduling, paperwork, evaluation requirements, and general administrative questions. Track outstanding referral requirements and follow up with families or referral sources as needed. Provide timely updates regarding administrative processes and appointment coordination. Maintain accurate and professional communication through phone, email, and internal messaging platforms. Direct clinical questions and concerns to the appropriate therapists or supervisors. Help create a welcoming, organized, and positive experience for families throughout the referral and evaluation process. 5. Administrative Operations & Team Support Provide general administrative support to Speech Goals leadership, clinical teams, and scheduling staff. Maintain organized records, spreadsheets, trackers, and internal administrative systems. Assist with monitoring deadlines, recurring administrative responsibilities, and operational priorities. Answer incoming phone calls, respond to emails, and direct inquiries to the appropriate team members. Coordinate information between departments to ensure clear communication and efficient workflows. Assist with developing, updating, and maintaining administrative reference guides, procedures, and tracking tools. Identify opportunities to improve efficiency, reduce errors, and streamline existing processes. Support office organization, supply coordination, and general administrative needs. Participate in team meetings, training, and collaborative problem-solving. Assist with additional administrative projects and responsibilities as assigned. 6. Proactive Communication, Problem-Solving & Accountability A key expectation of this role is the ability to independently recognize what needs attention and take appropriate action. Take ownership of assigned tasks and follow through without requiring repeated reminders. Proactively identify missing information, approaching deadlines, scheduling barriers, or process concerns. Communicate potential problems early, along with possible solutions or recommended next steps. Follow up consistently with families, therapists, insurance representatives, and internal team members. Prioritize competing responsibilities while maintaining accuracy and attention to detail. Keep relevant team members informed of important updates, changes, and outstanding needs. Demonstrate sound judgment regarding when to resolve issues independently and when to escalate concerns. Maintain a high level of accountability, professionalism, and reliability. Required Qualifications Minimum two years of experience in administrative coordination, medical office administration, scheduling, or a comparable administrative role. Exceptional organizational skills and attention to detail. Spanish and English Bilingual - exceptional speaking and writing skills required. Demonstrated ability to manage multiple responsibilities, deadlines, and ongoing projects simultaneously. Strong written and verbal communication skills. Excellent follow-through, time management, and problem-solving abilities. Proficiency with computers, email, spreadsheets, electronic records, and online communication platforms. Ability to learn and navigate multiple software systems efficiently. Strong proofreading and document-editing skills. Ability to work independently while collaborating effectively with a team. Professionalism and discretion when handling confidential information. A proactive, resourceful, and solution-oriented approach to daily responsibilities. Ability to adapt to changing priorities while maintaining organization and accuracy. Preferred Qualifications The following are strongly preferred but not required: Experience in a healthcare, pediatric therapy, medical office, or related service environment. Familiarity with insurance authorizations, eligibility verification, and funding source requirements. Experience coordinating evaluations, assessments, referrals, or patient appointments. Knowledge of regional centers, managed care plans, or other healthcare funding programs. Experience with electronic medical records (EMR), practice management systems, or scheduling platforms. Familiarity with HIPAA and patient confidentiality requirements. Experience tracking clinical documentation, reports, or compliance-related deadlines. Advanced proficiency with Google Workspace, Microsoft Office, and spreadsheet-based tracking systems. Experience developing or improving administrative workflows. Bilingual English/Spanish communication skills. What Makes Someone Successful in This Role? Extremely Detail-Oriented You notice the small things. Missing documents, incorrect dates, incomplete information, and approaching deadlines don't slip through the cracks. Highly Organized You can manage multiple schedules, referrals, reports, and administrative processes while keeping information accurate, accessible, and up to date. Proactive & Self-Motivated You don't wait for someone to tell you what needs attention. You anticipate needs, follow up consistently, and take initiative to keep things moving. An Excellent Communicator You understand the importance of keeping families, therapists, and team members informed. You communicate early, clearly, and professionally. Accountable & Reliable You take ownership of your responsibilities and follow through on commitments. Others can count on you to complete tasks accurately and on time. Flexible & Solution-Oriented You understand that priorities can shift quickly. You remain calm, adapt, and focus on finding solutions rather than simply identifying problems. Performance Expectations & Accountability Successful performance in this role includes: Daily tracking: Keep referral, evaluation, authorization, and documentation trackers accurate and up to date.

Deadline management:

Consistently monitor upcoming deadlines and initiate follow-up before items become overdue.

Proactive follow-through:

Independently follow up on outstanding documents, pending authorizations, and unresolved scheduling needs.

Early escalation:

Identify and communicate potential barriers before they delay evaluations, services, or required submissions.

Accurate documentation:

Maintain complete, organized, and reliable records across all assigned administrative systems.

Timely communication:

Provide clear updates to families, therapists, leadership, and funding sources as appropriate. Ownership & accountability: Manage assigned responsibilities through completion, including confirming that necessary next steps have been addressed.

Continuous improvement:

Identify opportunities to improve administrative processes, reduce errors, and increase efficiency. Performance will be evaluated based on accuracy, timeliness, organization, communication, initiative, and consistent follow-through. Training & Professional Development We provide on-the-job training on Speech Goals systems, procedures, funding requirements, and administrative workflows. The position includes an introductory training and evaluation period, with ongoing feedback and support. We value team members who are eager to learn, receptive to feedback, and interested in developing their skills as the organization grows. Benefits & Perks Eligible employees may have access to: Health insurance Dental insurance Vision insurance Life insurance Paid time off (PTO) 401(k) Professional development and training opportunities Team meetings, collaboration, and mentorship Team-building events and company activities Opportunities for professional growth Benefits are subject to applicable eligibility requirements and plan terms. Join Our Team! At Speech Goals, we believe that strong administrative support is essential to providing exceptional care. Our Administrative Coordinator will play an important role in helping families access services, supporting our therapists, and keeping our organization running efficiently. If you are highly organized, incredibly detail-oriented, proactive, and motivated to make a meaningful difference , we would love to meet you!

To apply:

Please submit your resume and a brief description of your relevant administrative experience. We look forward to welcoming another dedicated professional to the Speech Goals team!

Pay:

$22.00 - $28.00 per hour Expected hours: 40.0 per week

Benefits:

401(k) Dental insurance Employee discount Health insurance Paid time off Professional development assistance Retirement plan Vision insurance Application Question(s): Acknowledge that this position is full-time from our

South San Francisco Office Experience:

Administrative Coordination:

2 years (Required)

Language:

Spanish and English (Required)

Work Location:

In person