Administrative Assistant - Staffing & Student Coordinator

We are a private-pay pediatric occupational therapy practice with 7 locations serving 150 families each week with a team of 12. Our team consists of 9 therapists, plus a part-time customer service specialist, a CFO, and CEO/owner.

Over the past year we've experienced massive growth and we are in need of a full-time administrative assistant to manage the specific tasks listed below.

We want to hire someone full-time who will commit to working only with our company and will have time to truly be responsible for all the tasks we've listed below.

Ideally we would like someone with experience managing staffing, as this is a key piece of this role.

This role requires:
-EXTREMELY GOOD ATTENTION TO DETAIL!
-Managing LOTS of information
-Skilled use of spreadsheets and documents
-HIGH organizational skills
-Excellent communication in English
-Problem solving for staffing situations that arise
-Email communication with LOTS of people
-Proficiency with technology & ability to learn quickly
-Use of Trello, ClickUp, Google Workspace (email, sheets, docs, etc.).
-Taking initiative to improve systems
We are looking for someone who can stay with our company long-term. We have a great team and supportive work environment. and will give raises consistently for a person who can do the job with excellence and stay long term with our company. We also can be flexible with hours, but do need someone who can overlap with US Eastern time zone for at least 4 hours per workday.

Tasks in this role include:
1. Manage permitting process for 7 business locations (monthly, quarterly, & yearly)
Track due dates & submit new permit applications early.
Update permits with new insurance documents.
2. Manage contracts for schools placing fieldwork and capstone students with our practice.
Keep contracts organized in Google Drive.
Manage calendar of students to ensure no overlap of student placements.
Manage onboarding of students placed with therapists for fieldwork or capstone.
3. Manage intern placements and onboarding for summer interns who work our summer camps.
Communicate with school about dates of internship.
Manage onboarding of interns placed in summer camps.
4. Manage volunteer staffing placement (approx. 40 people) for all group services (currently 22 groups).
Post on various school platforms and send emails to contacts at OT schools to recruit volunteers for all therapy groups. (2 per group needed by July 1 each year for fall)
Communicate with potential volunteers and place volunteers on schedule.
Onboard volunteers by creating Trello training board from template and sharing with volunteer.
Notify CEO when background checks have been submitted so CEO can clear volunteers for work.
Replace any volunteers throughout the year when any volunteers leave and there are openings.
5. Manage group assistant hiring and onboarding for groups.
Post Group Assistant job opening on various platforms.
Screen applications.
Send link to qualified applicants to schedule interviews with lead therapist or COO.
After interview with COO or lead therapist, create Trello board and monitor onboarding.
6. Data entry to build group programs in EMR (primarily Jan-April; some throughout year)
Meticulous entry of dates, billing amounts, times, and details for each therapy group and individual service into our EMR to build the program so that billing occurs automatically and correctly.
7. Complete requests for superbills.
On a monthly or quarterly basis, retrieve data from EMR to check for correct billing codes and ensure accuracy.
Double check all codes on superbill after creating.
Send superbills to families in January (for fall semester), June (for winter/spring semester), & September (for summer).
8. Complete last-minute one-off tasks on a weekly basis
Update/edit website when needed
Add new staff members to website

Please demonstrate that you have read the job description and understand the role when inquiring about this position. Explain why you think you would enjoy this job because it is not for everyone! Strong attention to detail and excellent organizational skills are required. Please submit your resume along with your message.

We plan to hire for an immediate start date when we find the right person, who will hopefully stay with us for a long time! Thank you!