Office Assistant Job at Unlocking Abilities Behavior & Learning in Morris

Benefits

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

Position Summary

The Office Assistant plays a vital role in ensuring smooth day-to-day operations across both Unlocking Abilities Behavior and Learning and the Unlocking Hope Foundation. This position provides administrative, scheduling, and client relations support while maintaining a professional and welcoming environment for families, staff, and visitors. The ideal candidate is organized, proactive, and able to balance multiple priorities in a fast-paced, family-centered setting.

Key Responsibilities

Front Office & Client Relations

• Greet families, learners, and visitors with professionalism and warmth
• Answer and route phone calls, return messages, and monitor the UABL email inbox
• Maintain confidentiality in accordance with HIPAA and company policy
• Assist families with forms, consents, and general questions about schedules or events
• Schedule and conduct tours for potential clients and families
• Manage the client wait list, keeping records current and organized
• Maintain regular contact with wait-listed families, providing updates on availability and next steps
• Coordinate with the Client Care Coordinator and CEO to ensure smooth onboarding of clients

Administrative & Clerical Support

• Prepare, organize, and maintain digital and paper files for both UABL and the Unlocking Hope Foundation
• Assist with document creation (letters, forms, flyers, policy updates, etc.)
• Assist with material preparation for therapy sessions, social groups, and community events
• Track employee credentials, certifications, and training expirations
• Support new-hire onboarding with paperwork, background checks, and scheduling orientation
• Maintain contact lists, directories, and event RSVP logs
• Proofread and edit correspondence and internal documents

Scheduling & Communication

• Update daily schedules in ABA Scheduler and ADP
• Communicate cancellations, time‑off approvals, and reschedule notifications
• Support coordination between therapists, supervisors, and management
• Schedule meetings, evaluations, and community events
• Post and verify accuracy of weekly schedules

Billing, Data, & Record Management

• Verify completion and accuracy of session notes
• Track insurance authorizations and notify team of upcoming expirations
• Support billing staff with data entry, audit preparation, and follow‑up documentation
• Conduct weekly timecard audits to ensure accuracy between ADP and ABA Scheduler, and follow up with staff regarding discrepancies
• Assist with accreditation, insurance, and internal audits

Facility & Supply Management

• Maintain front desk, waiting areas, and general office organization
• Order and restock office, therapy, and event supplies
• Run errands as needed (e.g., bank, post office, supply pickups)
• Assist with vendor coordination and maintenance requests
• Ensure functionality of printers and office equipment

Foundation & Community Support

• Support planning and logistics for community fundraisers and events (Trivia Night, Chili Cook‑Off, Wendy’s Day, etc.)
• Prepare flyers, donation tracking sheets, thank‑you letters, and newsletters
• Assist with donor communications and volunteer coordination
• Help manage merchandise inventory and Foundation Store orders
• Gather and organize photos/content for social media and marketing efforts

Qualifications & Skills

• High school diploma or equivalent required; associate’s or bachelor’s degree preferred
• Proficient in Microsoft Word, Excel, Outlook, and PowerPoint
• Bonus: Experience with ADP or other ABA practice management software
• Strong organizational skills and attention to detail
• Excellent written and verbal communication abilities
• Ability to manage confidential information with discretion
• Customer service‑oriented and comfortable interacting with families and children
• Previous experience in ABA, medical, or educational settings is strongly preferred
• Ability to multitask, prioritize, and adapt in a dynamic environment

Work Schedule

Full‑time, Monday through Friday 8:00 am to 4:00 pm

Occasional evening or weekend hours may be required for community events

Compensation & Benefits

• Competitive hourly rate based on experience
• PTO, paid holidays, and health benefits available after eligibility period
• Opportunities for growth within both UABL and the Unlocking Hope Foundation