Admissions and Services Administrative Assistant

Admissions and Services Administrative Assistant

The Family Tree Concept, Inc. | Miami, Florida
Full-Time | On-Site | $20.00–$25.00 per hour, based on experience

Company Overview

The Family Tree Concept, Inc. is a provider of Residential Habilitation, Behavioral Services, Adult Day Training, and other community-based supports for individuals with intellectual and developmental disabilities. We are committed to person-centered care, regulatory compliance, professionalism, and improving the quality of life of the individuals and families we serve.

Job Summary

We are seeking an energetic, highly organized, and detail-oriented Admissions and Services Administrative Assistant to join our team.

This position plays an important role in coordinating client admissions and supporting the administrative operations of our Behavioral, Residential, ADT, and other applicable service programs. The ideal candidate is comfortable managing multiple priorities, communicating with families and healthcare professionals, working within electronic record systems, and following important documentation and service deadlines.

The position reports to the Assistant Clinical Director and is non-supervisory.

Key Responsibilities

• Receive, process, and track new referrals and admissions from initial referral through successful service initiation.
• Communicate professionally with clients, families, Care Coordinators, Waiver Support Coordinators, clinical staff, Human Resources, and other stakeholders.
• Collect, review, organize, and maintain admission and service documentation.
• Coordinate admission requirements, consents, documentation completion, staffing needs, and service-start activities.
• Participate in weekly admissions, staffing, and placement coordination.
• Support the administrative coordination of Behavioral Services, Residential Habilitation, and Adult Day Training services.
• Process and track monthly service documentation and required submissions.
• Maintain and monitor Service Authorizations, Waiver BASEs, approved units, renewal dates, and related supporting documentation.
• Conduct weekly behavioral-service billing-readiness and documentation reviews.
• Maintain client information and documentation within Office Puzzle, APD iConnect, and other authorized agency systems.
• Maintain organized electronic records, trackers, filing systems, and administrative documentation.
• Identify missing documentation, approaching deadlines, authorization concerns, or other administrative deficiencies and follow through until resolved or appropriately escalated.
• Answer and appropriately direct telephone calls, inquiries, visitors, and admission-related communications.
• Assist with scheduling, calendars, meetings, correspondence, data entry, and general office administration as needed.

Qualifications & Skills

• High school diploma or equivalent required; additional education preferred.
• Administrative, healthcare, behavioral health, developmental disabilities, admissions, medical office, or similar experience preferred.
• Strong proficiency with computers, Microsoft Word, Excel, Outlook, email, and electronic record systems.
• Excellent organizational, data-entry, time-management, and follow-through skills.
• Ability to manage multiple priorities and recurring deadlines while maintaining accuracy.
• Professional telephone, written, and interpersonal communication skills.
• Ability to maintain confidential client and organizational information.
• Bilingual English/Spanish or English/Creole is a plus.
• Experience with APD, Medicaid Waiver, FCC, iConnect, Office Puzzle, Service Authorizations, behavioral services, or developmental-disability programs is highly desirable but not required.

Who Will Succeed in This Role

We are looking for someone who is organized, proactive, dependable, comfortable with technology, and excellent at follow-through. You should enjoy keeping things organized, tracking what still needs to be completed, communicating with different people, and making sure important deadlines do not get missed.

Compensation

$20.00–$25.00 per hour, based on experience, qualifications, and directly related knowledge.

Full-time | On-site | Miami, Florida

Join The Family Tree Concept, Inc. and become part of a team committed to providing high-quality services and meaningful support to individuals with intellectual and developmental disabilities.

The Family Tree Concept, Inc. is an Equal Opportunity Employer.

Pay: $20.00 - $25.00 per hour

Work Location: In person