Office Administrator

General Summary

The BY YOUR SIDE Office Administrator is responsible for providing excellent parent experience to all prospective and current families by ensuring accuracy and efficiency for all communication and documentation from parents and clinical staff. The Office Administrator will be the primary point of contact for all day to day center maintenance related needs.

The Office Administrator operates in a professional and clinical environment. The employee must regularly lift and /or move up to 10 pounds, frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This is a full-time, hourly position and hours of work and days vary based on the needs of clients/business. Occasional evenings, weekend work, and on-call shifts may be required as needed.

Compensation: $21-$24 per hour (based on experience)

We Offer

• Full Time Schedule: Monday-Friday 8am-5pm
• Full benefits package Pet Insurance
• 5 Weeks off per calendar year including PTO, Holidays & Wellness time
• 401K with Company Match
• Career Progression program, WE will invest in YOU!
• Monthly Morale Events

Essential Functions, Duties & Responsibilities

Core duties and responsibilities include the following.

• Provide exceptional customer service by building strong relationships with all new and current clients and employees.
• Assist with any parent and employee concerns or needs.
• Greet all families, clients and visitors in a professional environment and direct them to the appropriate location or person as needed.
• Liaison for any parents or staff communication.
• Parent collaboration regarding attendance, vacations, and changes in availability, while staying in line with policies set in place per parent agreement.
• Primary contact for all incoming calls and prospective families.
• Responsible for supporting the Scheduling Manager as needed with entering and auditing schedules to ensure accuracy.
• Coordinate all intakes with direction from Director – Center Operations.
• Setting up and maintain all client files to remain in compliance through regular audits.
• Data entry for basic accounting transactions and client demographics.
• Oversee all day to day center maintenance which includes but not limited to opening/closing, restocking office and clinical supplies, and ensuring a healthy and safe environment for all.
• Support clinical team on therapy floor as needed.
• Responsible for auditing documentation, following up appropriately, and completing parent tours and consultations as scheduled.
• Uphold the intake process by ensuring all communication and documentation are obtained and provided to ensure a smooth and easy process for the family and clinical team.
• Review all new parent paperwork with parents to ensure policies are understood.
• Assist the marketing team with outreach activities.
• Consistently present on the floor, especially during busier transitions.
• Assist with breaks for staff in therapy.
• Audit therapy rooms and administrative rooms to ensure they are stocked, clean and safe for proper use.
• Maintaining the cleanliness of the center.
• Restock items as needed.
• Other duties as assigned.

Skills Required

Include demonstrated competencies and physical, mental, & interpersonal skills.

• Bachelor's degree strongly preferred.
• 5 years overseeing the daily operations in a clinic setting, under direction of the Director – Center Ops.
• 5 years providing excellent customer service.
• Strong verbal and written communication and collaboration skills.
• High interest in working with children on the autism spectrum.
• Flexibility and dependability with schedule as weekend coverage and on-call hours may be expected. o Ability to work effectively and efficiently with changing priorities and deadlines.
• Excellent time management skills with the ability to multi-task, prioritize, execute on deadlines and produce high-quality deliverables with attention to details.
• Must possess strong analytical and problem-solving skills.
• Reliable transportation and the ability to travel as needed.
• Proficiency in Microsoft Office Products.
• Other duties as assigned