Administrative and Community Services Coordinator

To perform this job successfully, an individual must be able to satisfactorily perform each of the essential duties/responsibilities listed below. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties/responsibilities of this job.

• Note
• The order of the following duties does not designate priority of importance. All duties must be treated as primary and prioritized in order of importance on a case-by-case basis and by direction from the Community Connections Manager. Client Services and Family Navigation Assist Community Connections Manager with community outreach tasks as needed, to include:
• Greet clients, families, and visitors, ensuring a positive, empathetic, and professional demeanor.
• Field initial calls, emails, and walk-in inquiries, connecting individuals to appropriate NAC services or community resources
• Own client enrollment, intake paperwork, and medical referral tracking.
• Maintain accurate and up-to-date client and family files in the database including clinical and demographic information
• Assist with coordination of events, including but not limited to Steps for Autism, Giving Tree, and other community events. May require minimal work during event season in evenings and/or weekends. Work closely with Media and Marketing Manager and Community Connections Manager.
• Assist in researching and compiling information on community resources to share with families Reception and Administrative Support
• Greet clients upon arrival and monitor sign-in process;
• Answer and direct incoming phone calls; respond promptly to general inquiries.
• Timely response and direction of phone/email/fax inquiries to the appropriate staff members;
• Process incoming and outgoing mail, faxes, and packages.
• Maintain and organize the reception area, office supplies, and filing systems.
• Ensure that client, donor and volunteer files are securely stored and privacy/confidentiality is maintained;
• Prepare flyers, letters, thank-you cards, and other communications for approval and distribution.
• Execute off-site administrative/event errands (maintain valid driver's license and reliable transportation).
• Other duties as assigned. Operational Duties
• Coordinate incoming clients for NAC program activities as needed.
• Receive, process, and track incoming referrals to completion for all service lines.
• Manage all insurance verifications and assist in authorization process.
• Report and communicate referral and intake data to staff and leadership.
• Other duties as assigned. Professional Standards
• Respond positively to evolving organizational needs.
• Maintain professionalism and confidentiality in all interactions.
• Articulate needs/concerns to direct supervisor to expedite resolutions.
• Communicate effectively across multiple platforms (phone, email, in-person).
• Manage time effectively
• Wear appropriate attire; maintain welcoming demeanor

QUALIFICATIONS

• A minimum of one (1) year receptionist experience required (healthcare environment preferred).
• A minimum of one (1) year administrative experience required.
• Experience interfacing with a variety of different people, both coworkers and clients, in person and on the phone.
• Microsoft applications fluency
• experienced user of Excel, Word, and Outlook
• Strong communicator over various platforms
• email, telephone, written, in-person
• Familiarity with browser-based EMRs/EHRs and terminology desired
• Experience with ASD and/or other developmental disabilities desired, specifically in a clinical or services setting, or within own family;
• Ability to multi-task, prioritize, and remain organized in a busy environment.

WORKING CONDITIONS

This position will work in an office environment with ambient temperature and general office noise. Due to the nature of NW Autism Center's business, frequent loud noises from children and families will be heard throughout the day during workshops and therapy sessions. Minor interruptions may also occur, depending on clients and/or time of day.

PHYSICAL REQUIREMENTS

This position will regularly be required to sit, walk and stand; talk or hear, both in person and by telephone; use hands repetitively to handle, feel or operate standard office equipment; reach with hands and arms; occasionally lift up to 25 pounds. The Administrative and Community Service Coordinator (ACSC) serves as the primary point of contact for families, providers, and community members while supporting daily operations at Northwest Autism Center. This individual engages professionally across phone, email, and in-person interactions, maintaining confidentiality and representing NAC at all times. This position is responsible for front desk reception, client intake support, insurance verification, and administrative coordination to ensure efficient clinic operations and timely access to services. The ACSC manages communication and documentation, supports supervisors and leadership through organization and project coordination, and handles confidential, time-sensitive information. This role requires strong attention to detail, the ability to manage multiple priorities, and to navigate complex situations with accuracy and a calm, supportive presence, along with general familiarity with processes such as screenings, assessments, and service intake for ABA, Occupational Therapy, Speech, and other NAC services.

Employee Benefits:

Retirement Account & Matching Multiple Medical Benefit options including two Employer Paid options Dental Benefits

• Employer Paid Life Insurance
• Employer Paid Mileage reimbursement PTO
• 15 days per year (hourly accrual) Paid Holidays (6)
• A minimum of one (1) year receptionist experience required (healthcare environment preferred).
• A minimum of one (1) year administrative experience required.
• Experience interfacing with a variety of different people, both coworkers and clients, in person and on the phone.
• Microsoft applications fluency
• experienced user of Excel, Word, and Outlook
• Strong communicator over various platforms
• email, telephone, written, in-person
• Familiarity with browser-based EMRs/EHRs and terminology desired
• Experience with ASD and/or other developmental disabilities desired, specifically in a clinical or services setting, or within own family;
• Ability to multi-task, prioritize, and remain organized in a busy environment.