The role is responsible for coordinating client referrals, managing data, and processing registration forms within early intervention business practices. Key duties include tracking session notes, maintaining electronic and paper records, and serving as the primary point of contact for families and staff.
Requirements summary
A high school diploma or equivalent and experience with data entry and Microsoft Office are required. Candidates must obtain Act 73, Act 34, and Act 33 clearances.
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
Benefits
Dental Insurance
Life Insurance
Paid Time Off
Vision Insurance
Long-Term Disability Insurance
Holidays
Medical Insurance
Short-Term Disability Insurance
Parental Leave
Professional Development
Tuition Reimbursement
Prescription Insurance
Bereavement Leave
Referral Bonus
Education Assistance
403b Retirement Plan
Personal Leave
CPR Certification
Student Loan Refinancing Program
CEUs
Credit Union
Medical Leave
Public Service Loan Forgiveness Program
Educational Leave
Travel Mileage Reimbursement
Team Member Recognition Events
High school diploma or equivalent required.
Data entry experience 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
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
Travel mileage reimbursement at federal rate
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.
Market context
Pennsylvania school support roles need clearances
In Pennsylvania, school support staff roles are often competitive because districts need candidates who can meet licensing, safety, and clearance requirements before starting. For this role, a BS in Nursing, an active RN license, current First Aid and CPR certifications, and criminal background and child abuse clearances are required. Review the AI-summarized job requirements and benefits on this platform to quickly confirm fit, then gather your licensure and clearance documents before applying.
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