Medical Admin Coordinator

Job Title: Senior Administrative Assistant Location: Remote with occasional In Person tasks in Albany Oregon (must reside in Albany OR, or its surrounding areas)Job Type: Full TimeCompany: Burton Behavioral Interventions Corp.About Us:At BBIC, we are passionate about making a meaningful impact in the lives of individuals on the autism spectrum. Based in Albany, Oregon, we provide high-quality, evidence-based Applied Behavior Analysis (ABA) services to help individuals develop essential life skills, increase independence, and reduce challenging behaviors.Position OverviewBBIC is seeking a highly organized and self-directed Senior Administrative Assistant to support daily clinic and company operations. This role combines administrative leadership, client and staff support, community outreach, and marketing. The ideal candidate is professional, detail-oriented, and comfortable representing BBIC with families, providers, and community partners. Experience with ABA services is preferred but not required. Key Responsibilities Community Outreach Marketing Build and maintain referral relationships with pediatricians, schools, early intervention programs, insurance partners, and community organizations.Represent BBIC by clearly explaining our mission and ABA services.Schedule and attend outreach meetings, networking events, and community events.Coordinate and staff community booths and BBIC-hosted events.Create and manage social media content and marketing materials (flyers, brochures, digital content).Track outreach activities and referral follow-ups. Administrative Clinic Operations Provide day-to-day administrative support to leadership and clinic operations.Answer phones, respond to emails, schedule appointments, and greet clients.Maintain organized client, staff, and operational records.Manage calendars, meetings, agendas, and documentation.Assist with clinic opening tasks, vendor coordination, and office logistics.Open and close the clinic and ensure HIPAA compliance. Client Staff Support Manage client waitlists, intake coordination, scheduling, and insurance verification.Serve as a liaison between families and staff to resolve scheduling or service concerns.Support staff onboarding, scheduling, and compliance tracking. Qualifications 5+ Years Front Desk in a Medical settingStrong communication, organizational, and time-management skills.Familiarity with Medicaid and Commercial Insurance PlansConfidence in community outreach, relationship-building, and public-facing roles.Ability to multitask and work independently.Proficiency with scheduling software (EMR/EHR) and Google WorkspaceProficiency with Adobe and basic marketing tools (e.g., Canva).Attention to detail and commitment to confidentiality.Familiarity with ABA services and terminology preferred. Physical Requirements Ability to lift up to 25 pounds.Ability to sit, stand, and work on a computer for extended periods. What We Offer 401(k) with employer matching (available to all staff regardless of hours worked)Personal Time Off and Sick TimeMileage reimbursement and drive time compensationMedical and Dental Insurance w/ BBIC Contribution (for employees working 32+ hours/week)Aflac Coverage w/ BBIC contribution (for employees working 32+ hours/week)Paid trainingFlexible scheduling optionsReferral program incentivesGift cards on your birthdayOpportunities to have lunch with the owner

Created: 2026-03-04