Early Intervention Administrative Assistant

Responsibilities

• Manage and track session notes, including printing, data entry, quality review, correction follow-up, reconciliation with scheduled appointments, and submission to external partners.
• Process and coordinate new client referrals, including therapist assignments, client record creation, demographic documentation, tracking, and communication with therapists and program leadership.
• Maintain accurate electronic and paper client records, ensuring compliance with agency and regulatory requirements.
• Cook up prescription and prescription renewal processes, including obtaining family consent, contacting physician offices, tracking requests, documenting receipt, and notifying therapists.
• Serve as a primary point of contact for incoming phone calls, messages, staff, families, and community partners, ensuring timely and professional communication.
• Greet and assist Early Intervention staff, providing ongoing administrative support and acting as a departmental resource.
• Process intake and welcome packet documentation, monitor completion status, track missing paperwork, and maintain audit records.
• Cook up welcome, follow-up, and discharge packets to support program operations.
• Perform additional administrative, operational, and program support duties as assigned to ensure efficient department operations.

Qualifications

• A high school diploma or equivalent required.
• Data entry experience required.
• Experience with computer technologies / software programs such as Microsoft Office, Windows 10, billing or scheduling software, etc.
• Strong, effective, and clear verbal, written and interpersonal communication skills.
• Strong organizational skills.
• Previous Early Intervention experience preferred, but not required.
• Able to work independently.

Benefits

• We're proud to offer generous benefits to our team members. Regular full-time team members are eligible for the following benefits:
• Medical and Prescription insurance - Choice of two health plans and networks.
• Dental and Vision - Free coverage for team members.
• Paid Time Off (PTO) and Holidays.
• Medical, Bereavement, Educational, & Personal Leaves.
• Parental leave (birth & adoption) paid - 6 weeks.
• 403b Retirement Plan - pre-tax & Roth options; employer match after 1 year.
• Student Loan Refinancing Program.
• Public Service Loan Forgiveness Program - CI qualifies as non-profit.
• Education Assistance/Tuition Reimbursement.
• Professional Development/CEU’s.
• Life and Short- & Long-Term Disability insurance.
• Credit Union.
• Team Member Recognition Events.
• Referral bonus.
• CPR - employer paid.
• Travel mileage reimbursement at federal rate.

About the Role

The Early Intervention Administrative Assistant demonstrates strong understanding of workflows, and standards as it relates to client care and effective early intervention business practices. This position is responsible for coordinating client referrals and managing data.

Pay

N/A

Schedule

Monday – Friday, Full Time, Onsite

Benefits

• We're proud to offer generous benefits to our team members. Regular full-time team members are eligible for the following benefits:
• Medical and Prescription insurance - Choice of two health plans and networks.
• Dental and Vision - Free coverage for team members.
• Paid Time Off (PTO) and Holidays.
• Medical, Bereavement, Educational, & Personal Leaves.
• Parental leave (birth & adoption) paid - 6 weeks.
• 403b Retirement Plan - pre-tax & Roth options; employer match after 1 year.
• Student Loan Refinancing Program.
• Public Service Loan Forgiveness Program - CI qualifies as non-profit.
• Education Assistance/Tuition Reimbursement.
• Professional Development/CEU’s.
• Life and Short- & Long-Term Disability insurance.
• Credit Union.
• Team Member Recognition Events.
• Referral bonus.
• CPR - employer paid.
• Travel mileage reimbursement at federal rate.

Skills

N/A

Equal Opportunity Employer

The Children's Institute of Pittsburgh is an Equal Opportunity Employer. We serve a diverse population of children and families, and we want our workforce to reflect that same diversity. We want all interested individuals to feel welcome in applying for a career at our amazing place – we can't wait to meet you!