Coordinator, SBS

Administrative Assistant

Easterseals Southern California transforms lives every day. For over a century, Easterseals has championed inclusion and independencedelivering essential services like early childhood programs, autism services, employment and independent living support to more than 29,000 people each year. Through advocacy and education, we break barriers and create opportunities for the one-in-four Americans with disabilities.

Overview of Position: Under general guidance, performs a variety of administrative support activities for the efficient operation of Severe Behavior Services, as well as coordinate with other Administrative Assistants within autism services. Facilitates office operations through the coordination of phones, mail, supplies, equipment and support. Compiles, audits, and analyzes information for inclusion in reports or presentation materials.

Essential Function:

• Collaborates with administrative assistants within the behavior provider network to ensure the highest quality of service with referrals, assignments, reports, and communications.
• Provides support in meeting organization and preparation; sets agenda and takes notes. Assists with the scheduling and posting of deadlines. Provides support with setting up safety meetings and in-office drills.
• Maintains manager's calendar; organizes and schedules appointments; books travel arrangements as necessary. Submits and reconciles expense reports.
• Answers and directs phone calls; retrieves messages. Checks incoming and outgoing mail. Writes and distributes email, correspondence, memos, letters, faxes and forms.
• Assists with the maintenance and updates to division policies and procedures when needed. Maintains contact lists and filing systems. Assists in the preparation of regularly scheduled reports.
• Aggregates and produces monthly data reports on SBS associates' performance.
• Coordinates and oversees audit data review as necessary.
• Evaluates and assigns Behavior Interventionist (BI) to individual participants as determined by match-criteria based on location, skills and abilities, and other characteristics to meet compliance, program and policy requirements. Collaborates with participants, families and clinical team to create schedules. Refers to policies and guidelines to schedule meal periods, breaks, and sufficient hours to the BI. Maintains accurate records and participant scheduling using a computer-based system; updates schedules and ensures confirmation of updates by BIs on a daily basis
• Receives and responds to a high volume of complex scheduling requests and changes from associates, participants and their families, maintaining a professional and courteous manner at all times. Informs all relevant parties of scheduling changes in a timely manner. Monitors daily attendance and participant assignments for rescheduling and coverage needs. Notifies appropriate associates and reassigns participants as appropriate. Relays concerns immediately and accurately to participant family, supervisor, management, and/or associates. Responds to issues and escalates when appropriate.
• Generates and submits accurate reports of confirmed services from the scheduling system for billing and payroll. Analyzes contract fulfillment, determines gaps, and creates action plan. Liaisons with Payroll, Billing, and Human Resources to ensure accuracy in payment/credits, and part-time/full-time status of the Behavior Interventionists. Generates, evaluates, and takes appropriate action on reports impacting billing, payroll and contract compliance.
• Schedules and attends staff meetings, trainings, in-services, and other meetings as requested. Cross-trains new scheduling coordinators under direction of the lead schedule administrator.
• Perform other duties as assigned.

Education: Typically requires a BA degree in related field.

Experience: 2-3 years customer service and/or administrative support experience. Or a combination of education, experience and training that provides the required knowledge, skills and abilities to perform the core responsibilities of the position.

Knowledge, Skills, Abilities:

• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint), Windows-based applications, databases, and internet usage.
• Excellent organizational, decision-making, and oral and written communication skills to be able to communicate effectively with all levels of associates, physician's office personnel, and the general public.
• Ability to assist in efficient office operations, work independently, and as a team member.
• Ability to maintain customer-service orientation and professionalism in all interactions.
• Ability to exercise discretion and confidentiality pertaining to the work environment.
• Ability to prioritize and organize workload and be able to produce high-quality results with meticulous attention to detail.
• Ability to remain focused and flexible while shifting/changing priorities, heavy workload and tight deadlines.
• Ability to acquire an understanding of organization and department policies and practices.
• Ability to obtain and maintain a criminal record/fingerprint clearance from the Department of Justice and Federal Bureau of Investigation per Easterseals of Southern California and/or program requirements.
• Ability to travel locally; maintain driving record in compliance with Transportation Safety Standards; maintain auto insurance and vehicle registration.

Carrying/Lifting: Occasional / 0-35 lbs. Standing: Occasional / Up to 3 hours per day Sitting: Constant / Up to 8 hours per day Walking: Occasional / Up to 3 hours per day Repetitive Motion/Activity: Frequent speaking, listening to clients, staff, and other professionals. Visual Acuity: Paying close visual attention while working on a tablet/computer/laptop. Travel: Up to 10% Environmental Exposure: Exposure to unpleasant or hazardous working conditions (noise, heat, dust, bodily fluids, etc.) less than 5% of work time.