Job Details

Remote Administrative Assistant

Hummingbird ABA Therapy is a licensed Intensive Behavioral Health Services (IBHS) agency providing neurodiversity-affirming Applied Behavior Analysis (ABA) services to children and young adults ages 2–20 with behavioral health diagnoses, most commonly autism. We are a small, local company committed to providing high-quality therapy services to our clients across a variety of settings. We collaborate with local schools, community resources, families, and other service providers to help ensure our clients receive comprehensive, individualized care.

We are hiring a part-time Remote Administrative Assistant to join our administrative team, with the potential to grow into a full-time role within the first year. The Remote Administrative Assistant supports Hummingbird ABA Therapy's day-to-day administrative operations and works closely with the Scheduling Coordinator, Client Services Director, and other team members. Primary responsibilities include scheduling support, insurance eligibility and benefits verification, email and voicemail management, CentralReach updates, staff and client communication, record maintenance, data entry, documentation follow-up, and other administrative projects.

This is not a direct therapy position with clients. However, because Hummingbird ABA Therapy provides services to children and young adults, the employee must obtain and maintain all clearances and training required by the Commonwealth of Pennsylvania for individuals working in a child-serving organization.

Job Type: Part-time, Hourly, with the potential to grow into a full-time role within the first year.

Pay Range: $19.20 - $22.00 /hour

Job Hours: Monday - Friday, 6:30 AM - 10:00 AM

Job Role: Administrative

Reports to: Client Services Director / Scheduling Coordinator

Job Location: Remote position

Job Responsibilities:

• Assist with daily administrative and scheduling tasks to support Hummingbird ABA Therapy's operations.
• Support the Scheduling Coordinator with client and staff schedules, coverage needs, cancellations, call-offs, time off requests, availability changes, and other schedule adjustments.
• Make approved scheduling updates in CentralReach and help communicate changes to staff and families.
• Review schedules for accuracy and identify potential concerns, including overlapping appointments, missing or incorrect labels, incomplete information, unconverted appointments, and other scheduling discrepancies.
• Assist with early morning schedule adjustments and upcoming schedule planning as assigned.
• Review emails, voicemails, and internal messages; identify high-priority items and assist with appropriate follow-up.
• Track scheduling trends, including repeated cancellations, call-offs, tardiness, availability concerns, and coverage issues, and report patterns to the appropriate members of leadership.
• Enter, update, and organize information in CentralReach, spreadsheets, trackers, databases, and other company-approved systems
• Review records for missing, incomplete, or inaccurate information and follow established procedures to obtain or correct documentation.
• Assist with data entry and routine quality assurance reviews to help maintain accurate records.
• Support intake, authorization, billing, clinical, scheduling, and attend assigned virtual meetings and other administrative projects as assigned and appropriate to the role.
• Use Google Workspace, RingCentral, CentralReach, and other company-approved systems to complete assigned responsibilities.
• Attend assigned virtual meetings and assist supervisors and leadership with administrative projects as needed.
• Complete recurring administrative responsibilities that reasonably fall within the scope of the position as organizational needs evolve.
• Maintain confidentiality and comply with HIPAA requirements, company policies, security procedures, and all applicable privacy standards.

Work Environment

This position is performed remotely from the employee's home office.

• The employee must maintain a quiet, professional workspace with reliable internet access.
• The work environment must protect Protected Health Information (PHI), client information, staff information, and other confidential agency information from being seen or heard by unauthorized individuals.

Requirements

Education / Experience

• Experience with scheduling, administrative support, or coordination for an Applied Behavior Analysis Agency is required.
• Experience using CentralReach is required.
• Experience communicating directly with families, clients, or employees regarding schedule changes and other related topics is required.
• Strong organizational, time management, and communication skills.
• Comfortable using phone, voicemail, email, and virtual tools to communicate professionally with staff and families.
• Experience with RingCentral, Google Workspace, or similar systems preferred.
• Ability to communicate professionally with staff, families, clients, and other stakeholders by phone, email, and virtual platforms.
• Basic knowledge of Applied Behavior Analysis (ABA), HIPAA, confidentiality requirements, and administrative processes in a behavioral health setting is preferred.
• Experience working with children, young adults, or individuals with special needs is preferred.
• Must maintain required Pennsylvania Criminal History, Child Abuse, and FBI clearances, as well as Mandated Reporter Training and any other clearances or training required by the agency or applicable law.
• Associate's degree or higher in a related field preferred.