Hybrid- Administrative Office Coordinator
Hybrid- Administrative Office Coordinator
$25-26 an hour
Must live in RI, MA or CT
OUR MISSION AND PERFORMANCE EXPECTATIONS
Small Steps Therapy is a mission-based organization dedicated to providing high quality services to our community. Therefore, to deliver on our mission, Small Steps Therapy expects every employee to perform their job first and foremost in accordance with the Company’s mission.
SUMMARY
Provide comprehensive administrative and operational support to ensure the efficient daily functioning of assigned clinics and programs. Coordinates patient scheduling, appointment management, and administrative workflows while serving as a key point of communication between families, clinical staff, and leadership. Supports patient intake, referral coordination, documentation management, and ongoing scheduling needs to promote timely access to services and continuity of care. Collaborates with clinical and operational leadership to identify workflow challenges, improve administrative processes, and maintain organizational efficiency. May also assist with staff coordination, office operations, and other program-related administrative responsibilities as needed
ESSENTIAL JOB FUNCTIONS
To perform this job successfully, an individual must be able to satisfactorily perform each essential function listed below:
Supports clinical staff, managers and directors with daily administrative duties, including scheduling, reporting, and routine correspondence.
Coordinate and maintain patient schedules across assigned clinics, ensuring efficient appointment management, clinician utilization, and continuity of care
Coordinate the intake process for new patients, including referral tracking, initial family outreach, collection of required documentation, and coordination of evaluations and ongoing treatment services
Serve as the primary point of contact for all incoming telephone communications, ensuring calls are answered promptly and professionally. Address patient and family inquiries, coordinate scheduling requests, direct calls to appropriate departments or personnel, and ensure timely follow-up on messages and unresolved concerns.
Assist with the coordination of the administrative functions for the department such as billing, accounting, authorization and other related activities, as needed. Develops systems/reports which guide and support administrative operations, as needed.
Assist with analyzing and identifying trends within key performance metrics
Ensure administrative records and patient communications are maintained accurately, confidentially, and in accordance with organizational policies and applicable privacy requirements
Identify opportunities to streamline administrative processes, improve scheduling efficiency, and enhance the overall patient and family experience
Work collaboratively with clinical, operational, and administrative teams to support organizational goals, patient access, and the effective delivery of services
Perform other related duties as assigned by operational leadership to support the evolving needs of the program
May act as central contact for disseminating information from departments, offices, states and regions
Performs other related duties and activities as required.
SUPERVISORY RESPONSIBILITIES
None required.
Minimum Knowledge and Skills required by the Job
The requirements listed below are representative of the knowledge, skill, and/or abilities required to perform the job:
Education and Experience:
Associates degree in related field (not required but preferred)
2-3 years of experience in administrative support.
Strong organizational and time management skills, with the ability to prioritize competing responsibilities in a fast-paced environment
Strong Understanding of Microsoft Office applications, including Outlook, Word, and Excel (preferred)
strong attention to detail and ability to maintain accurate records and documentation
An equivalent combination of education and experience which provides proficiency in the areas of responsibility listed above may be substituted for the above education and experience requirements.
Certificates, Licenses, and Registrations:
None required
Other Skills and Abilities:
None noted
Other Requirements:
Travel as needed to each clinic (hybrid position)
Physical Requirements:
Light work. Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated for light work.
AMERICANS WITH DISABILITIES ACT STATEMENT
External and internal applicants, as well as position incumbents who become disabled, must be able to perform the essential job functions either unaided or with assistance of a reasonable accommodation to be determined on a case by case basis via the interactive process.