Office Assistant

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

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.

• 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

• 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

• 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

• 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

• 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

• 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

• High school diploma or equivalent required; associate’s or bachelor’s degree preferred
• Proficient in Microsoft Word, Excel, Outlook, and Power Point
• 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

Full-time, Monday through Friday 8:0 am to 4:00 pm

Occasional evening or weekend hours may be required for community events

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