Coordinator, SBS

Irvine, CA, USA|

Job Overview

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Retirement Plan

Professional Development

Employee assistance program

Vision Insurance

Job Description

Easterseals Southern California is a renowned nonprofit organization dedicated to transforming the lives of individuals with disabilities and other special needs. With a rich legacy spanning over a century, Easterseals has been a champion of inclusion and independence, helping more than 29,000 people annually through essential programs and services. These include early childhood initiatives, autism services, employment support, and independent living assistance. The organization’s mission is to break down barriers and create meaningful opportunities for people with disabilities, advocating for their rights and providing education that fosters a more inclusive society. Easterseals Southern California is committed to making a positive impact on the community by offering innovative, compassionate, and effective services tailored to the unique needs of each individual they serve. The organization values collaboration, professionalism, and a customer-service oriented approach in all aspects of its operations, ensuring that clients, families, and associates receive the highest quality care and support.

The role of Administrative Assistant within the Severe Behavior Services (SBS) division is pivotal in maintaining the seamless functioning of the office and supporting the team’s efforts to deliver specialized behavioral services to participants. This full-time position involves a variety of administrative tasks that are crucial for the efficient coordination of services and communication between behavior interventionists, clinical teams, participants, and their families. The Administrative Assistant collaborates closely with other administrative staff in the autism services network to manage referrals, assignments, reports, and scheduling. Key responsibilities include managing the manager’s calendar, organizing meetings, coordinating travel arrangements, and handling correspondence. The position demands excellent organizational skills and the ability to analyze data for reporting and billing purposes. The Assistant also plays a critical role in scheduling and assigning Behavior Interventionists (BIs) based on specific match criteria such as location, skills, and compliance requirements. Handling a high volume of complex scheduling requests and maintaining professional communication with all stakeholders is essential.

Additionally, the Administrative Assistant supports office operations by managing supplies, equipment, and safety meetings while assisting in policy maintenance and audit reviews. The role requires proficiency with Microsoft Office applications, strong decision-making abilities, and the capacity to work both independently and collaboratively. The individual must demonstrate discretion and confidentiality, prioritize workload effectively, and adapt to changing priorities and deadlines. This position offers an opportunity to work within a passionate team focused on making a tangible difference in the lives of individuals with severe behavioral challenges, supporting their independence and well-being.

Job Requirements

Typically requires a Bachelor’s degree
2-3 years customer service or administrative support experience
proficiency in Microsoft Office suite
strong organizational and communication skills
ability to work independently and as a team member
maintaining professionalism and customer service orientation
ability to exercise discretion and confidentiality
prioritize and organize workload with attention to detail
flexibility in handling changing priorities and deadlines
understanding of company policies
able to obtain and maintain criminal record/fingerprint clearance
valid driver’s license
maintain driving record in compliance with Transportation Safety Standards
maintain auto insurance and vehicle registration

Job Qualifications

Bachelor’s degree in related field
2-3 years customer service and/or administrative support experience
proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint)
excellent organizational skills
strong decision-making abilities
effective oral and written communication skills
ability to work independently and as part of a team
customer-service oriented and professional
discretion and confidentiality
ability to prioritize workload and maintain attention to detail
flexibility in managing shifting priorities and deadlines
understanding of organization policies
ability to obtain and maintain criminal record clearance
valid driver’s license with compliance to Transportation Safety Standards
reliable vehicle with insurance and registration

Job Duties

Collaborates with administrative assistants within the behavior provider network to ensure quality service with referrals, assignments, reports, and communications
provides support in meeting organization and preparation including setting agendas and taking notes
assists with scheduling and posting deadlines and safety meetings
maintains manager’s calendar, organizes appointments, and books travel arrangements
submits and reconciles expense reports
answers and directs phone calls, retrieves messages, and manages mail
writes and distributes email, correspondence, memos, letters, faxes, and forms
assists with maintenance and updates of division policies and procedures
maintains contact lists and filing systems
prepares regularly scheduled reports
aggregates and produces monthly data reports on SBS associates’ performance
coordinates and oversees audit data review
evaluates and assigns Behavior Interventionists to participants based on location, skills, and compliance
collaborates with participants, families, and clinical team for scheduling
maintains accurate participant scheduling records
manages complex scheduling requests and changes professionally
monitors attendance and participant assignments for coverage needs
generates and submits reports for billing and payroll
analyzes contract fulfillment and creates action plans
liaises with payroll, billing, and HR for accuracy
schedules and attends staff meetings and trainings
cross-trains new scheduling coordinators
performs other duties as assigned