Early Intervention Administrative Assistant

amazing kids; Pittsburgh, Northern (Allegheny County, KY); Hybrid; USD 32,000 - 42,000; Full time

Job summary

The Children’s Institute of Pittsburgh is seeking an Early Intervention Administrative Assistant to join our on-site team in Pittsburgh, PA. This role supports client referrals, records, and program operations, ensuring accurate data handling and professional communication.

You will coordinate intake, welcome packets, and coordination with therapists, families, and counties, while maintaining compliance with agency standards and safeguarding patient information.

Qualifications

• High school diploma or equivalent.
• Proficiency with Microsoft Office, Windows 10, billing or scheduling software.
• Strong verbal, written and interpersonal communication skills.
• Excellent organizational skills.
• Previous Early Intervention experience preferred, but not required.
• Ability to work independently.
• Clearances: Act 73 FBI, Act 34 Criminal Clearance, and Act 33 Child Abuse Clearance.

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.

Skills

Communication skills

Organizational skills

Independent work

Microsoft Office

Windows 10

Billing/Scheduling software

Education

High school diploma or equivalent

Tools

Microsoft Office

Windows 10

Billing software

Scheduling software

Job description

Position:Early Intervention Administrative Assistant

Location: Pittsburgh, PA

Job Id:496

# of Openings:1

Careers at Our Amazing Place.

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.

Job Title: 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.
• 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

We're proud to offer generous benefits to our team members. Regular full-time team members are eligible for the following benefits:

• 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

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.