ABA Department Administrative Assistant

Overview Join our dynamic ABA (Applied Behavior Analysis) Department as an Administrative Assistant, where your organizational skills and proactive attitude will play a vital role in supporting our team dedicated to improving lives through evidence-based behavioral interventions. This position supplements the Employee Contract and outlines the qualifications, responsibilities, and performance expectations for the ABA Department Administrative Assistant position within Happy Dreams of Kids, LLC. The ABA Department Administrative Assistant plays a critical role in supporting the clinical and administrative operations of the Applied Behavior Analysis (ABA) department. This position requires professionalism, strong organizational skills, confidentiality, and the ability to coordinate effectively with families, therapists, supervisors, insurance providers, and administrative staff. Qualifications Proven experience in administrative support or office management within healthcare or educational settings preferred. Strong verbal and written communication skills in English. Excellent organizational and multitasking abilities. Strong attention to detail and accuracy in documentation. Professional customer service and interpersonal skills. Ability to work in a fast-paced clinical environment. Experience with scheduling systems and electronic documentation platforms preferred. Familiarity with ABA terminology, Medicaid compliance, and authorization processes preferred. Proficiency in Microsoft Office, Google Workspace, and data entry systems. Ability to maintain HIPAA compliance and confidentiality standards at all times. Problem-solving skills with the ability to prioritize tasks efficiently. High School Diploma or GED required. Associate degree preferred. Previous experience in healthcare, behavioral health, ABA, or pediatric settings preferred. Ability to work collaboratively with clinical and administrative teams. Excellent communication skills—able to convey information clearly and empathetically across diverse audiences. Strong organizational abilities with keen attention to detail for managing multiple priorities efficiently. Positive attitude with a proactive approach to problem-solving and teamwork. Join us in making a meaningful difference! We're committed to fostering a supportive environment that values your contributions while offering opportunities for growth within a mission-driven organization dedicated to enhancing lives through behavioral health services. Responsibilities Manage appointment scheduling for therapy sessions, meetings, and departmental events with precision and flexibility. Provide administrative support to the ABA department and clinical leadership team. Answer phone calls, emails, and inquiries from families, staff, and providers in a professional and timely manner. Assist with client intake processes, including collecting required documentation and insurance information. Verify insurance eligibility, authorizations, and demographic information as assigned. Maintain accurate client records and ensure documentation is updated in the system. Coordinate and monitor therapist schedules, client sessions, cancellations, and staffing changes. Support onboarding processes for new employees and contractors within the ABA department. Assist with tracking supervision requirements, reassessments, treatment plans, and clinical documentation deadlines. Help maintain organization and compliance of client files according to Medicaid, HIPAA, and company standards. Communicate effectively with BCBAs, RBTs, caregivers, and administrative personnel. Monitor and report missing documentation, expired credentials, and incomplete notes to supervisors. Support payroll and billing preparation by ensuring schedules and session records are accurate. Assist with data tracking, internal audits, and operational reports when requested. Maintain professionalism and confidentiality regarding all Protected Health Information (PHI). Help ensure the office environment remains organized, professional, and compliant with company standards. Participate in staff meetings, trainings, and departmental improvement initiatives. Follow company policies, procedures, and ethical standards at all times. Perform additional administrative or operational duties assigned by management. Serve as the primary point of contact for clients, families, and staff via phone, email, and in-person inquiries, providing friendly and professional assistance. Maintain accurate and organized client records, billing documentation, and departmental files in compliance with privacy regulations. Coordinate with clinicians to facilitate therapy session logistics, including room assignments and material preparation. Assist in preparing reports, data collection forms, and other documentation necessary for program evaluation and compliance. Support departmental meetings by preparing agendas, taking detailed minutes, and distributing follow-up actions promptly. Perform general administrative duties such as ordering supplies, managing correspondence, and updating departmental calendars to ensure seamless daily operations. Performance Expectations Maintain timely communication with families and staff. Ensure accuracy and completion of assigned administrative tasks. Demonstrate reliability, professionalism, and accountability. Maintain compliance with company policies and HIPAA regulations. Support efficient clinical operations and positive family experiences. Contribute to teamwork and a productive work environment. Confidentiality Statement The employee acknowledges responsibility for maintaining strict confidentiality regarding all client records, Protected Health Information (PHI), employee information, and company operations in accordance with HIPAA regulations and company policies. Failure to comply with these responsibilities may result in disciplinary action up to and including termination of employment.

Note:

All pay info. will be discussed and agreed upon day of interview and

Benefits:

Paid time off

Work Location:

In person