Clinical Center Office Administrator

Hope Discovery Aba Services - Zeeland, MI

Full-time - Entry Level

Zeeland, MI

Ambulatory Health Care Services

About the position

Hope Discovery ABA Services is dedicated to supporting the social, intellectual, behavioral, and verbal growth for children with Autism Spectrum Disorders, Asperger's Syndrome, and Pervasive Developmental Disorder (PDD-NOS). Our approach integrates comprehensive assessments, tailored treatment plans, and parent training with the evidence-based methods of Applied Behavior Analysis in full or part-time center and home program settings. The Administrative Technician plays a crucial role in providing clinical support and is a people-facing position focused on meeting client and caregiver needs while supporting day-to-day clinical operational functions under the guidance of the BCBAs. This role requires collaboration with the clinical team and company leaders to achieve the goals and objectives set by Hope Discovery. In this position, the Administrative Technician will assist lead clinicians with various administrative tasks, including clerical duties, scheduling appointments for clients and clinicians, maintaining the cleanliness of the center, ordering supplies, and organizing files. The individual should exhibit professionalism, a positive attitude under pressure, and excellent interpersonal and communication skills to foster a positive workplace culture. Additionally, the Administrative Technician may provide coverage as a Behavior Technician on short notice as needs arise. The job description outlines essential functions but is not exhaustive of all duties that may be assigned.

Responsibilities

• Greet clients and staff in a professional and polite manner.
• Provide exceptional customer service to clients, caregivers, and employees.
• Maintain confidentiality of documents, emails, client and employee information.
• Organize and schedule appointments for clients and lead clinicians.
• Schedule meetings for team members and field client/staff cancellations.
• Provide communication to BCBAs and BTs regarding client cancellations and schedule changes.
• Ensure daily sessions in Central Reach are converted by staff.
• Communicate with Behavior Technicians when clients arrive at the center.
• Field center-based phone calls and direct them to desired team members.
• Assist with day-to-day center operations, including lunch prep and target preparation for BCBAs.
• Provide backup support for the clinical team and Behavior Technicians as needed.
• Prepare client folders and forms, and handle administrative requests from the clinical team.
• Assist in the preparation of regularly scheduled reports and maintain contact lists.
• Proofread and format documents using MS Word, MS Excel, Google Docs, and Google Sheets.
• Monitor and maintain office, cleaning, and client supplies, including inventory management.
• Maintain office equipment in good working order.

Requirements

• High school diploma or GED required; Bachelor's degree preferred.
• Previous experience in an office administrative role or clinical office is required.
• RBT Certification preferred.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint) and Google Suite applications (Docs, Sheets, Calendar).
• Strong writing skills and knowledge of English grammar, punctuation, and sentence structure.
• Excellent organizational skills and attention to detail.
• Effective communication skills, both verbal and written.
• Ability to manage multiple tasks and prioritize work effectively.
• Commitment to maintaining client confidentiality and adhering to HIPAA laws.

Nice-to-haves

• Experience in a clinical setting or with children with Autism Spectrum Disorders.
• Knowledge of office management systems and procedures.
• Ability to work independently with minimal supervision.

Benefits

• Health insurance
• Dental insurance
• 401(k)
• Paid time off
• Vision insurance
• Paid sick time