Administrative Assistant/Scheduling Coordinator

Overview

• We are seeking a detail-oriented and proactive Administrative Assistant to support our team in a fast-paced environment. The ideal candidate will possess strong organizational skills and the ability to manage multiple tasks efficiently. This role is crucial in ensuring smooth operations within the office.
• Abanzamos is a leading provider of in-home ABA therapy services for children with autism in Puerto Rico. Our mission is to nurture growth and support families through personalized, compassionate care that empowers children to reach their full potential. An integral part of our success is the Administrative Assistant, who plays a crucial role in managing the day-to-day operations that ensure our services are delivered seamlessly. From coordinating schedules to managing documentation and ensuring compliance with industry standards, the administrative assistant is the backbone of our daily workflow, enabling our therapists to focus on delivering high-quality care to our clients.

Duties

• Coordinate and manage therapy session schedules for clients and therapists using WebABA, ensuring accurate assignment of appointments and timely updates.
• Communicate with families, therapists, and supervisors regarding changes, cancellations, or rescheduling of sessions, addressing conflicts and ensuring compliance with company policies and procedures.
• Serve as the main point of contact for scheduling inquiries and provide administrative support related to scheduling, including onboarding new clients and therapists by setting up initial appointments.
• Provide comprehensive administrative support to the management team and staff, including scheduling, filing, and communication tasks.
• Manage office correspondence, including emails, phone calls, and messages, ensuring clear and timely communication between therapists, clients, and the administrative team.
• Maintain and organize digital files, ensuring accurate records in compliance with company and legal requirements, including HIPAA regulations.
• Track and submit expenses, such as material reimbursements, payroll details, and mileage, while assisting with basic bookkeeping and payroll management tasks.
• Coordinate meetings and appointments, preparing necessary documentation and materials.
• Perform general clerical duties, including managing office supplies, picking up office mail once a month, and organizing company materials to ensure efficient office operations.

Requirements

• Preferred Qualifications:
• High school diploma or equivalent; Associate’s degree preferred.
• Proven experience in scheduling, coordination, or administrative roles, preferably within an ABA therapy setting or similar healthcare field (previous experience as a Medical Receptionist is a plus).
• Proficiency in scheduling software (experience with WebABA is a plus) and computer literacy, including Microsoft Office Suite, Google Workspace, Zoom, and Canva.
• Familiarity with HIPAA compliance and confidentiality requirements, with the ability to handle sensitive information discreetly.
• Bilingual in Spanish and English, with excellent written and verbal communication skills in both languages.
• Strong organizational skills, attention to detail, and ability to multitask effectively in a fast-paced environment.
• Excellent proofreading skills and strong problem-solving and critical thinking abilities, with the capability to prioritize tasks efficiently.
• Ability to work collaboratively with team members, therapists, clients, and external partners.
• Familiarity with ABA services is an advantage but not required.

Skills & Competencies

• Organization: Strong ability to keep documents, schedules, and records organized and easily accessible.
• Communication: Clear and professional communication with staff, clients, and partners, both in writing and in person.
• Problem-Solving: Ability to work independently to resolve issues, ensuring the office runs smoothly.
• Attention to Detail: Ensure accuracy in scheduling, reporting, and documentation.
• Time Management: Effectively manage time and prioritize tasks to meet deadlines.

Job Types: Full-time, Part-time

Pay: $12.50 - $14.00 per hour

Benefits:

• Paid time off

Schedule:

• Day shift
• Monday to Friday

Experience:

• Administrative assistant: 1 year (Preferred)

Ability to Relocate:

• San Juan, PR 00912: Relocate before starting work (Required)

Work Location: Hybrid remote in San Juan, PR 00912