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 orother 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