Administrative Assistant

Job Description

Administrative Assistant | May Institute

The Tone:
This is an Administrative Assistant role at May Institute, located in Randolph, MA. The May Center School for Autism and Development Disabilities provides specialized ABA services for students with autism and developmental disabilities. This role is crucial in supporting the school’s operations by serving as a primary point of contact for student families, funding organizations, and referral sources, ensuring smooth coordination of engagement in essential services. It involves daily interaction with internal staff within a special education environment.

The TL;DR
• Role: Administrative Assistant
• Location: In-person, Randolph, MA
• Pay: $21–$22 hourly
• Mission: Coordinate engagement in ABA services by acting as a main point of contact for students’ families, funding sources, and referral sources.
• Tech Stack: MS Office (Excel, PowerPoint, Word)

What You’ll Actually Do
• Client Referral & Intake: Process new client referrals, manage associated paperwork, and verify insurance coverage for services.
• Safety & Emergency Preparedness: Schedule, conduct, and document semiannual fire drills, perform monthly AED machine checks, and maintain elements of the site’s Emergency Management Plan.
• Insurance & Client File Management: Obtain referrals for Early Intervention children, create and maintain clinical and discharge files for insurance-based clients, and print payment history for accounts receivable.
• Administrative & Operational Support: Provide general administrative support to clinical staff, prepare Intake and Parent Handbooks, and assist the Director with processing reimbursements.
• Compliance & Privacy: Ensure compliance with HIPAA requirements and adhere to May Institute policies for protecting consumer health information.

The Must-Haves
• Background: High School Diploma or GED required, with foundational understanding gained from clerical experience in a medical treatment setting.
• Experience: Two years of direct experience as an administrative assistant, office assistant, secretary, or similar clerical role, including experience working with private health insurance and other funding sources.
• Skills: Proficiency in MS Office (Excel, PowerPoint, Word), strong organizational skills with the ability to manage multiple tasks, and excellent written and verbal communication skills.