ADMINISTRATIVE ASSISTANT - THERAPY SERVICES in South Bend, Indiana at LOGAN Community Resources, Inc.

This position provides high-level administrative and customer service support for Therapy Services by coordinating referrals, maintaining accurate client and provider records, managing scheduling functions, and facilitating communication among families, service coordinators, therapy providers, and community partners.

This position will demonstrate professionalism through positive interactions, attention to detail, and confidentiality in handling sensitive client information. This position also requires timely completion of work through monitoring caseloads, tracking documentation requirements, maintaining digital records, and preparing monthly reports.

This position is committed to quality performance through accurate data management, proactive problem-solving, and adherence to agency policies, contract requirements and First Steps program requirements.

RESPONSIBILITIES

Essential Functions

• Provide comprehensive administrative support to the Director and Assistant Director of Therapy Services, including data entry, document preparation, digital file management, spreadsheet maintenance, and other clerical functions that support efficient department operations.
• Serve as a professional and responsive point of contact for families, providers, staff, and community partners by answering telephone calls, responding to inquiries, taking messages, and directing communications appropriately.
• Coordinate and process new First Steps referrals by identifying, assigning, and onboarding appropriate LOGAN therapy providers in a timely manner.
• Maintain current knowledge of provider availability and staffing capacity to ensure efficient referral assignments and continuity of services.
• Collaborate daily with Service Coordinators, therapy providers, and administrative staff to communicate service changes, coordinate caseload assignments, and develop solutions when provider availability is limited.
• Communicate and work collaboratively with SPOE and other external partners to resolve authorization issues and support uninterrupted service delivery.
• Maintain accurate caseload records, provider assignments, and service tracking systems for LOGAN First Steps therapy providers.
• Monitor and update internal tracking systems for First Steps provider disciplines, ensuring data accuracy and accountability.
• Review, maintain, and audit client files for completeness, accuracy, and compliance; promptly notify appropriate staff of missing, incomplete, or incorrect documentation.
• Demonstrate a strong commitment to quality assurance through ongoing maintenance and oversight of digital client records and agency documentation requirements.
• Track and maintain records of children approaching program eligibility transitions, including children aging out of services due to their third birthday.
• Accurately enter new clients and discharge inactive clients within the INFSP system while maintaining data integrity.
• Review, reconcile, and submit monthly progress note documentation, ensuring timely completion, accuracy, and compliance with program requirements.
• Monitor and communicate documentation deadlines, including exit scores and other required reports; review and upload completed documentation to appropriate digital client records.
• Receive, review, and upload HIPAA forms, Attendance Policies, Releases of Information, Requests for Change, and other required documentation into secure digital files.
• Prepare and distribute monthly First Steps openings and closings reports to the Program Administrative Coordinator.
• Compile, maintain, and submit monthly client intake reports and other required reports to agency leadership.
• Maintain a positive, professional, and customer-focused image of Therapy Services and LOGAN Community Resources, Inc. in all interactions with families, staff, providers, and community stakeholders.
• Maintain accurate and current rosters of Therapy Services families, providers, and staff, ensuring updates are completed promptly and accurately.
• Gather, compile, and report statistical data and other operational information as requested by leadership.
• Coordinate and manage departmental special projects and community initiatives, including the annual Christmas Gift Drive, by organizing donor information, tracking contributions, and coordinating gift distribution.
• Manage outpatient therapy scheduling activities within Central Reach, including coordinating provider schedules, communicating with families, and facilitating appointment scheduling, cancellations, and rescheduling.
• Demonstrate a strong work ethic through dependable attendance, initiative, attention to detail, and consistent follow-through on assigned responsibilities.
• Foster a collaborative team environment by working effectively with therapy providers, administrative staff, service coordinators, and agency leadership to support quality outcomes for children and families.
• Maintain accountability for assigned duties through timely completion of work, sound judgment, effective organization, and adherence to agency policies, procedures, confidentiality standards, and regulatory requirements.
• Contribute to the overall success of Therapy Services by identifying process improvements, supporting departmental goals, and promoting excellence in customer service, operational efficiency, and quality performance.
• Other duties as assigned.

General Responsibilities

• Responsible for the health and safety of people served at all times
• Expected to serve as role model for persons served and other staff.
• Expected to serve as an advocate and to protect the human rights of people served at all times
• Expected to participate in training as required by your supervisor or for all LOGAN staff
• Other duties as assigned by your supervisor
• Serves on internal and external committees as assigned.

QUALIFICATIONS

Education

• High school diploma or equivalent

Experience

• Minimum of one year’s experience in secretarial, administration or office management.

Job Knowledge, Skills and Abilities

• Knowledge and experience with First Steps, Early Intervention, and pediatric diagnoses, delays, and disabilities
• Working knowledge of Microsoft Office programs.
• Typing speed of at least 50 w.p.m. with accuracy.
• Knowledge and understanding of basic English grammar and sentence structure.
• Extreme attentiveness to confidentiality of information regarding clients, families, staff and other providers.
• Ability to prioritize assignments and meet deadlines.
• Ability to work independently and use sound judgment.
• Ability to be flexible, well organized, and should be able to take direction from several people.
• Time management skills are necessary for this position.
• Willingness to learn new office skills and programs as required.