Office administrative assistant Jobs in Memphis, TN

ABC Behavior Therapy LLC is looking for an Administrative Assistant (AA) that is an organized and experienced leader to join our leadership team. An Administrative Assistant, or Administrative Aide, is responsible for supporting an administrative professional to help them stay organized and complete tasks that allow them to focus on more advanced responsibilities. Their duties include, greeting office visitors, composing documents on behalf of Administrators. A handle general office tasks and administrative duties, such as directing communications between colleagues and clients,

organizing schedules and events, entering data, maintaining office equipment and so on. An effective AA enables teams to be focused on their goals and prepared for anything that comes their way. It is a vital role, especially for teams and individuals that have a lot of plates in the air at all times. We are looking for an AA to organize our medical facility’s functions. You will support day-to-day operations by performing administrative tasks and ensuring high quality customer service for our patients & staff members of ABC. As an AA, you will perform various tasks on a daily basis. So, you should be able to multitask and prioritize. We also expect you to handle sensitive information confidentially. If you are able

to combine exceptional communication skills with an ability to perform ‘behind the scenes’ tasks, we would like you to join our leadership team.

Availability : Monday through Friday 8a-4p- After Hours as needed to fulfill duties

Skills and Abilities to :

• Proficient computer skills, Microsoft Office Suite (Word, PowerPoint, Outlook, and Excel), and

instructional software

Knowledge of :

Other Requirements :

upon request

Administrative Assistant (AA) Job Description

Job Duties :

1. Update Employee Schedules on CR each Friday

2. Review Remind to identify any call ins

3. Compile list of schedule changes and email HR and ABC email by 7 : 45am

4. Ensure coverage for all teams

5. Send Remind to staff who need follow ups due to schedule changes by 8am

6. Make changes as needed

7. Communicate changes to Team Leads to assist with adjustments

8. Collaborate with HR / billing to ensure notes are converted each week

1. Assign and monitor the completion of assigned cleaning task

2. Track completion on Excel Sheets and provide feedback as needed

1. Communicate and write out supervision schedules for staff @ Cordova each morning

2. Monitor and update client group schedules as needed (A, B, & C)

3. Print / Laminate schedules as needed for each group

4. Collaborate with Andrea

1. Create group activities (Mindfulness, Go Noodle, etc.. ) per group on a rotating schedules

2. Assign Group Leads per Client for the month and make changes as needed

3. Create supply list of needed items for group activities and provide to office manager

1. Complete Monthly for Parents (Post in Remind, Social Media, & lobby) Due last Friday of the

month

2. Complete Monthly for Therapist to recap monthly highlights (Post in Remind & staff lounge)

3. Update boards

1. Conduct weekly reviews of client sign in sheets for thoroughness

2. Track any attendance discrepancies (late arrivals,early departures, call outs, cancellations) on Excel

Calendar

a. Clients' attendance that drops under 70% for the month should be reported to the

Director of Client Services and the following should occur : a documented verbal, written,

suspension, placed back or waitlist or referred out.

3. Audit sign in and out sheets for accuracy Friday of each week

week

4. Monitor Late Log entries then to Billing Department every Friday by EOD

Create clinic calendar to reflect dates of Closures & Events

Schedule and Conduct Tours

Answer phone, logging information, copying files, responding to emails, and greeting and

assisting visitors to the office

1. Collaborate w / Shelby Oaks Lead to post notices

2. Send notices to parents

Parent Training Reminders

Attendance notifications

School Notices

Remind Notifications

Waitlist Management-

1. Answer the phone to assist with Waitlist Needs then add to waitlist

2. Review faxes for new referrals

3. Contact families for additional information

4. Compile resources for children who do not meet therapy criteria (Age, severity, diagnosis)

5. Add new clients to waitlist spreadsheet

6. Monitor / Adjust the waitlist to determine who needs to be added or removed

7. Collaborate with HR to determine staffing needs based on client intakes

8. Communicate with parents to inform them of openings or current waitlist status

9. Review CR systems for intake ( move clients from spreadsheets to CR)

10. Review and request items needed

11. Schedule new clients

12. Gather paperwork and packets for intake

13. Highlight 4 clients to each month to start assessment we will initiate each month

14. Assign to BCBA or Intern

1. Coverage needs for following week

a. Scheduled staff & Clients off

2. Review staff and client attendance

3. Client needs for audits

Review updated policies

Success stories

Parent Training participation

Share resource

Review contracts / policies, etc... Documents in Docusign

Conduct intake process for new parents (meet the therapist, review scheduling, etc...)

Assign / Give access to parents for CentralReach to complete orientation,review policies, sign

forms / contracts

1. Must be approved prior too

ABC Behavior Therapy LLC is committed to creating a diverse environment and is proud to be an equal opportunity

employer.