Senior Administrative Assistant - Albany, OR
2 days ago
Job description
Job Title:
Senior Administrative Assistant
Location
: Remote with occasional In Person tasks in Albany Oregon (must reside in Albany OR, or its surrounding areas)
Job Type:
Full Time
About Us:
At BBIC, we are passionate about making a meaningful impact in the lives of individuals on the autism spectrum. Based in Albany, Oregon, we provide high-quality, evidence-based Applied Behavior Analysis (ABA) services to help individuals develop essential life skills, increase independence, and reduce challenging behaviors.
Position Overview
BBIC is seeking a highly organized and self-directed Senior Administrative Assistant to support daily clinic and company operations. This role combines administrative leadership, client and staff support, community outreach, and marketing. The ideal candidate is professional, detail-oriented, and comfortable representing BBIC with families, providers, and community partners. Experience with ABA services is preferred but not required.
KEY RESPONSIBILITIES
Community Outreach & Marketing
Build and maintain referral relationships with pediatricians, schools, early intervention programs, insurance partners, and community organizations.
Represent BBIC by clearly explaining our mission and ABA services.
Schedule and attend outreach meetings, networking events, and community events.
Coordinate and staff community booths and BBIC-hosted events.
Create and manage social media content and marketing materials (flyers, brochures, digital content).
Track outreach activities and referral follow-ups.
Administrative & Clinic Operations
Provide day-to-day administrative support to leadership and clinic operations.
Answer phones, respond to emails, schedule appointments, and greet clients.
Maintain organized client, staff, and operational records.
Manage calendars, meetings, agendas, and documentation.
Assist with clinic opening tasks, vendor coordination, and office logistics.
Open and close the clinic and ensure HIPAA compliance.
Client & Staff Support
Manage client waitlists, intake coordination, scheduling, and insurance verification.
Serve as a liaison between families and staff to resolve scheduling or service concerns.
Support staff onboarding, scheduling, and compliance tracking.
Qualifications
5+ Years Front Desk in a Medical setting
Strong communication, organizational, and time-management skills.
Familiarity with Medicaid and Commercial Insurance Plans
Confidence in community outreach, relationship-building, and public-facing roles.
Ability to multitask and work independently.
Proficiency with scheduling software (EMR/EHR) and Google Workspace
Proficiency with Adobe and basic marketing tools (e.g., Canva).
Attention to detail and commitment to confidentiality.
Familiarity with ABA services and terminology preferred.
Physical Requirements
Ability to lift up to 25 pounds.
Ability to sit, stand, and work on a computer for extended periods.
What We Offer
401(k) with employer matching (available to all staff regardless of hours worked)
Personal Time Off and Sick Time
Mileage reimbursement and drive time compensation
Medical and Dental Insurance w/ BBIC Contribution (for employees working 32+ hours/week)
Aflac Coverage w/ BBIC contribution (for employees working 32+ hours/week)
Paid training
Flexible scheduling options
Referral program incentives
Gift cards on your birthday
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