Early Intervention Administrative Assistant

The Children's Institute of Pittsburgh•Pittsburgh, PA

3d•Onsite

About The Position

At The Children’s Institute of Pittsburgh, we’ve built our legacy on being amazing. After more than a century of the highest quality care and service to children and their families, we’re forever proud of our team members who don’t just make a career here – they make a difference. 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.

Requirements

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
Able to work independently
Clearances Required: Act 73 FBI, Act 34 Criminal Clearance, and Act 33 Child Abuse Clearance

Nice To Haves

Previous Early Intervention experience preferred, but not required

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.