Regional Administrative Team Specialist - Northwest

 

 

We are currently seeking a Regional Administrative Team Specialist to join our team of highly qualified professionals that share our vision of Empowering Children to Conquer their World! The Regional Administrative Team Specialist executes administrative duties and oversees the site support specialists to ensure smooth daily operations across Pediatrics Plus sites. They will exhibit flexibility in changing environments, excellent communication abilities, and a solid understanding of administrative processes. The Regional Administrative Team Specialist will coordinate tasks efficiently, resolve issues promptly, and maintain a positive work environment.

 

What we offer:

• Competitive Pay 
• Paid Time Off
• Medical, Dental, & Vision Insurance
• State of the Art Facilities & Technology

 

What you will do:

• Travel to assigned site to complete tasks in absence or support of administrative team lead or site support specialist.
• Provide front desk coverage each day, demonstrating customer service and knowledge of processes.
• Greet children and families as they arrive and directs them to appropriate areas as needed.
• Check in children, family, and visitors via software and communicate with appropriate leadership regarding parents/visitors.
• Receive phone calls for therapy and preschool operations. Answer questions/provide support as indicated or transfers call to appropriate department.
• Understand internal processes required for a student and patient to receive services.
• Control all scheduling for both ABA services and classroom coverage.
• For preschool and therapy, provide Welcome and Enrollment Packet to family, assure payment is received per funding source, and process all items appropriately.
• Process paperwork between site and central administrative team as outlined in process manuals.
• Fulfill all requests for medical records.
• Manage outgoing and incoming mail, scanning and distributing appropriately.
• Update scheduling software throughout the day and communicates cancellations to appropriate personnel.
• Contact parents/guardians regarding preschool absentees.
• Manage waiting list through communication with the family.
• Make needed corrections and updates in software systems.
• Prepare needed materials for onboarding of newly enrolled children.
• Make badges for new employees and students.
• Update mailbox labels, posted classroom rosters, and classroom schedule as needed.
• Collect, scan, and save all classroom rosters, diaper charts, and attendance sheets. Update these items as needed.
• Order supplies for site and stock supplies as they arrive: workrooms, offices, and janitorial.
• Ensure reminders are communicated about the monthly theme for team member of the month recognition and that all corresponding tasks for Team Member of the Month and Quarter are completed.
• Transportation
  • Responsible for Medicaid transportation daily forms and the printing of new transportation logs and van reports.
  • Responsible for van reimbursement paperwork to assist families.
  • Responsible for scanning and saving all transportation documentation.
• Coordinate RBT projects by reaching out to administration and BCBAs.
• Schedule initial and follow-up calls to families.
• Track and maintain all occurrences.
• Complete required reporting for therapy, preschool, and ABA services.
• Monitor Prior Authorization and Treatment Documents.
• Manage expenses and completes expense report.
• May help to oversee additional administrative roles and completes one-on-one meetings with those roles.
• Participate in one-on-one meetings with site leader and/or VP.
• Oversee special events and communicate items as needed to the marketing team for addition to the company newsletter.
• Monitor compliance for several areas including, but not limited to, CPR certification, safety recall list, therapist license display, labor law posters, BT/RBT compliance/timelines, Hallpass, and audits.
• Act as a liaison for early intervention services.
• Control and submit Sunshine Fund Requests.
• Report items of concern or add repair needs to the maintenance list and monitors for completion.
• Communicate site IT needs to leader or IT team.
• Control all communication and oversight of cleaning team.
• Communicate with team members and outside providers with clarity and in a professional and timely manner.
• Communicate any needs or concerns with leader.
• Travel required to assigned site.

Reasonable accommodations may be made to