Administrative Assistant

Description

The Lincoln Center for Family and Youth

• 1100 Adams Ave | Audubon, PA 19403
• (610) 277-3715 | <[email hidden]>

JOB DESCRIPTION: Administrative Assistant

JOB DESCRIPTION: Administrative Assistant

Title: Administrative Assistant

FLSA: Non-Exempt

Reports To: BCBA Clinical Supervisor

Location: 8901 West Capitol Drive Milwaukee, WI 53222

About Astera

Astera is an Applied Behavior Analysis (ABA) program of The Lincoln Center for Family and Youth (TLC), a nonprofit organization serving children and families for more than 50 years. We believe exceptional care begins long before a child enters the therapy room. Every interaction matters, and our Administrative Assistant helps create an organized, welcoming, family-centered experience.

Position Summary

The Administrative Assistant serves as the organizational hub of Astera, supporting children, families, clinicians, and leadership through exceptional customer service, scheduling, communication, and clinic operations. This role is an opportunity to help build the foundation of a growing nonprofit ABA program.

Your Impact at Astera

As Astera's Administrative Assistant, you will help create an exceptional experience for every child, family, and team member who walks through our doors. Your work will be essential to the daily success of our clinic, ensuring families feel welcomed, clinicians are supported, and operations run smoothly.

Family Experience & Client Support

You are often the first impression families have of Astera. Through warmth, professionalism, and exceptional customer service, you will help create an environment where every family feels welcomed, informed, and supported.

Responsibilities include

• Welcome children, families, and visitors in a warm, professional, and compassionate manner.
• Serve as a primary point of contact for families throughout the intake, onboarding, and scheduling process.
• Answer phone calls, emails, and general inquiries in a timely and friendly manner.
• Guide families through intake paperwork and required documentation.
• Coordinate communication between caregivers and the clinical team to ensure a seamless experience.

Scheduling & Clinic Operations

• Coordinate client therapy schedules, assessments, supervision appointments, and team meetings.
• Maintain clinician schedules while maximizing efficiency and continuity of care.
• Monitor attendance, cancellations, waitlists, and rescheduling requests.
• Assist with insurance authorizations and appointment coordination.
• Help ensure appropriate staffing coverage and smooth day-to-day clinic operations.

Administrative Excellence

Maintain organized, accurate, and confidential electronic client records. <