Early Intervention Administrative Assistant

Early Intervention Administrative Assistant

Location: 1405 Shady Ave., Pittsburgh, PA 15217 Schedule: Monday Friday, Full Time, Onsite

The Early Intervention Administrative Assistant demonstrates strong understanding of workflows, and standards as it relates to client care and effective early intervention business practices. This position is responsible for coordinating client referrals and managing data. Completes the client registration process, and processes/organizes forms and data within a variety of systems, and in coordination with the needs of the providers and counties supported.

Responsibilities

• Manage and track session notes, including printing, data entry, quality review, correction follow-up, reconciliation with scheduled appointments, and submission to external partners.
• Process and coordinate new client referrals, including therapist assignments, client record creation, demographic documentation, tracking, and communication with therapists and program leadership.
• Maintain accurate electronic and paper client records, ensuring compliance with agency and regulatory requirements.
• Coordinate prescription and prescription renewal processes, including obtaining family consent, contacting physician offices, tracking requests, documenting receipt, and notifying therapists.
• Serve as a primary point of contact for incoming phone calls, messages, staff, families, and community partners, ensuring timely and professional communication.
• Greet and assist Early Intervention staff, providing ongoing administrative support and acting as a departmental resource.
• Process intake and welcome packet documentation, monitor completion status, track missing paperwork, and maintain audit records.
• Monitor, prepare, and replenish welcome, follow-up, and discharge packets to support program operations.
• Perform additional administrative, operational, and program support duties as assigned to ensure efficient department operations.

Qualifications

• High school diploma or equivalent required.
• Data entry experience required
• Experience with computer technologies / software programs such as Microsoft Office, Windows 10, billing or scheduling software, etc.
• Strong, effective, and clear verbal, written and interpersonal communication skills
• Has strong organizational skills
• Previous Early Intervention experience preferred, but not required
• Able to work independently
• Clearances Required: Act 73 FBI, Act 34 Criminal Clearance, and Act 33 Child Abuse Clearance

Benefits Summary

• Medical and Prescription insurance-Choice of two health plans and networks
• Dental and Vision-Free coverage for team members.
• Paid Time Off (PTO) and Holidays
• Medical, Bereavement, Educational, & Personal Leaves
• Parental leave (birth & adoption) paid-6 weeks
• 403b Retirement Plan pre-tax & Roth options; employer match after 1 year
• Student Loan Refinancing Program
• Public Service Loan Forgiveness Program CI qualifies as non-profit
• Education Assistance/Tuition Reimbursement
• Professional Development/CEU's
• Life and Short- & Long-Term Disability insurance
• Credit Union
• Team Member Recognition Events
• Referral bonus
• CPR-employer paid
• Travel mileage reimbursement at federal rate

The Children's Institute of Pittsburgh is an Equal Opportunity Employer. We serve a diverse population of children and families, and we want our workforce to reflect that same diversity. We want all interested individuals to feel welcome in applying for a career at our amazing place we can't wait to meet you! The Children's Institute does not exclude, deny benefits to, or otherwise discriminate against any person on the basis of race, color, national origin, religious creed, AIDS or HIV status, disability, ancestry, age, gender, sexual orientation, gender identity or expression, genetic information, marital status, union membership, or veteran/military status in employment.

The Children's Institute of Pittsburgh