Senior Administrative Assistant

Overview

Job Title: Senior Administrative Assistant

Location: Remote with occasional in person tasks in Albany Oregon (must reside in Albany OR, or its surrounding areas)

Job Type: Full Time

About Us:

At BBIC, we are passionate about making a meaningful impact in the lives of individuals on the autism spectrum. Based in Albany, Oregon, we provide high-quality, evidence-based Applied Behavior Analysis (ABA) services to help individuals develop essential life skills, increase independence, and reduce challenging behaviors.

BBIC is seeking a highly organized and self-directed Senior Administrative Assistant to support daily clinic and company operations. This role combines administrative leadership, client and staff support, community outreach, and marketing. The ideal candidate is professional, detail-oriented, and comfortable representing BBIC with families, providers, and community partners. Experience with ABA services is preferred but not required.

Community Outreach & Marketing

• Build and maintain referral relationships with pediatricians, schools, early intervention programs, insurance partners, and community organizations.
• Represent BBIC by clearly explaining our mission and ABA services.
• Schedule and attend outreach meetings, networking events, and community events.
• Coordinate and staff community booths and BBIC-hosted events.
• Create and manage social media content and marketing materials (flyers, brochures, digital content).
• Track outreach activities and referral follow-ups.

Administrative & Clinic Operations

• Provide day-to-day administrative support to leadership and clinic operations.
• Answer phones, respond to emails, schedule appointments, and greet clients.
• Maintain organized client, staff, and operational records.
• Manage calendars, meetings, agendas, and documentation.
• Assist with clinic opening tasks, vendor coordination, and office logistics.
• Open and close the clinic and ensure HIPAA compliance.

Client & Staff Support

• Manage client waitlists, intake coordination, scheduling, and insurance verification.
• Serve as a liaison between families and staff to resolve scheduling or service concerns.
• Support staff onboarding, scheduling, and compliance tracking.

• 5+ years front desk experience in a medical setting
• Strong communication, organizational, and time-management skills
• Familiarity with Medicaid and Commercial Insurance Plans
• Confidence in community outreach, relationship-building, and public-facing roles
• Ability to multitask and work independently
• Proficiency with scheduling software (EMR/EHR) and Google Workspace
• Proficiency with Adobe and basic marketing tools (e.g., Canva)
• Attention to detail and commitment to confidentiality
• Familiarity with ABA services and terminology preferred

• Ability to lift up to 25 pounds
• Ability to sit, stand, and work on a computer for extended periods

• 401(k) with employer matching (available to all staff regardless of hours worked)
• Personal Time Off and Sick Time
• Mileage reimbursement and drive time compensation
• Medical and Dental Insurance w/ BBIC Contribution (for employees working 32+ hours/week)
• Aflac Coverage w/ BBIC contribution (for employees working 32+ hours/week)
• Paid training
• Flexible scheduling options
• Referral program incentives
• Gift cards on your birthday