• Operations Assistant

    Job Locations US-MA
    Job ID
    Business Unit
    Advances Learning Center
    Administrative Team
  • Overview

    The Operations Assistant reports to the Operations Coordinator and is responsible for providing administrative support to the operations team specifically and ALC generally.  Specifically, this position ensures that insurance paperwork is promptly and correctly completed and maintained; provides support for client intake and management, including collecting and tracking important operations related information; and provides general administrative support.


    • Ensure appropriate insurance paperwork is promptly and correctly completed and maintained
      • Check online systems to ensure that clients continue to be eligible for services
      • Request authorization from insurance companies for copays, being sure to update existing authorizations prior to their expiration dates.
      • Receive, match, and enter insurance authorizations into the online database, ensuring that the insurance authorizations that companies send are what ALC requested. Reach out to insurance companies to ask them to fix inaccurate written authorizations when needed.  
      • Ensure insurance clients’ insurance-related forms are up-to-date and contact clients’ parents to get new forms when needed.


    • Provide support for client intake and management
      • Reach out to parents or referral sources interested in ALC services to gather initial information, provide basic information about services, and set up phone intake with Operations Coordinators
      • Enter information into online database after client intakes
      • Periodically audit Operations and insurance-related client documents to ensure they are received and up-to-date
      • Manage Client Wait List
        • Gather necessary documents to place clients on the wait list and/or to set up a social skills group intake
        • Pass off interested SSG clients to Placement and Progress Coordinator
        • Ensure that either the initial insurance authorization is obtained, or that prepared contracts for parents and/or schools are completed, signed, and filed before services begin.
    1. Gather initial documentation about all new clients and pass on to the appropriate service providers at the indicated time.
    2. Regularly gather updated availability information from current and wait list consultation clients
    3. Reach out weekly to parents of clients on the Advances Learning Center IHBS wait list
    4. Reach out to parents of clients waiting for staff to be assigned
        • Email and/or mail parent handbook updates to parents
        • Inform/remind staff of a clients’ dangerous allergies
        • Enter client availability information and staff requests into the appropriate systems and calendars.
        • Provide general administrative support
        • Order supplies
      • Print efaxes from the previous day
      • Receive mail and receive checks
      • Provide process / policy communication support: Format newly written policies and processes, save them to the server, print them out and put them in appropriate binders, and send company-wide emails telling people about new policies/processes
        • Help to plan staff events and all-staff meetings.
        • Ensure that the office maintains a professional appearance. This includes managing print jobs being left out; managing recycling, trash, and shredded paper disposal; and ensuring that employees keep common areas tidy. 
        •  Other duties as assigned


    Employee Expectations

    • Advise direct supervisor of scheduling changes or employment changes 8 weeks in advance.
    • Report for work in a timely manner.
    • Keep track of hours honestly.
    • Call in sick as soon as possible (24 hours in advance).
    • Ask for supervision and help whenever needed.
    • Other duties as assigned.


    Minimum Requirements:

    • Bachelor’s degree or equivalent experience
    • Administrative experience preferred




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