Job Title: Practice Administrator

Department/Program: Practice Management

Reports to: Director of Practice Management

Location: Boston, MA

Office Type: In-Office

Schedule: M-TH 10AM-6PM

Salary: 50K

Benefits: Medical & Dental Insurance - Blue Cross Blue Shield, Vision Insurance, Accident & Critical Illness Insurance, Flexible Spending Account,Retirement 401(k) Plan, Employer-Paid Life Insurance & Disability, Paid Time Off, Holiday Pay, Training & Conference Allowance

Start Date: Immediate

The Boston Child Study Center (BCSC) is a treatment, training and research center dedicated to improving the lives of children, adolescents, young adults, and families through innovative, evidence-based cognitive-behavioral treatments. Our faculty hold positions at BCSC as well as top hospitals and universities in the region. This diverse breadth of experience allows us to provide expert assessment, treatment, research and training. We have locations based in Massachusetts, Maine, and California.

DEAI Commitment - At Boston Child Study Center (BCSC), we respect diverse identities and principles of equity and social justice. Our staff absolutely condemns racism, violence, bigotry and complacency. We are committed to anti-racist practices, policies, and personal choices. At BCSC, we are working diligently as individuals, as clinicians and as a center, to provide culturally-sensitive treatment through an intersectional lens to people with backgrounds of ethnic, religious, cultural and linguistic diversity. We are committed to providing a welcoming, inclusive environment for all we serve and to building a deep sense of belonging for all who work at BCSC. Our clinicians work on collaborative teams to provide integrated, holistic, culturally-sensitive evidence-based treatment to our patients.

Job Description:

General Summary:

The Practice Administrator is a key contributor to our administrative team, playing a vital role in maintaining the seamless operation of our dynamic and rapidly growing center. This position is pivotal in handling incoming calls, scheduling, and delivering outstanding customer service to both clients and visitors. This role involves supporting clinical teams, overseeing patient & clinician schedules, billing, and ensuring the meticulous organization of office paperwork and documents. In addition, the Practice Administrator will manage and uphold responsibility for the organization and upkeep of office supplies and the kitchenette promptly. Beyond these duties, the incumbent will coordinate office lunch orders and supervise the overall cleanliness, organization, and professional presentation of office spaces and facilities.

The practice is looking for an ideal candidate who possesses outstanding interpersonal skills, as this role frequently serves as the first point of contact for families seeking mental health services within our Boston office practice. Applicants should demonstrate the ability to manage diverse responsibilities with a high degree of accuracy. The Practice Administrator must be highly organized and adept at handling multiple tasks simultaneously while consistently meeting deadlines. We welcome applications from local college students and recent graduates.

Primary Responsibilities (including but not limited to):

• Providing comprehensive administrative support to clinical teams, including effectively managing email and mail, proficiently scanning and filing documents, and meticulously uploading patient files.
• Demonstrating exceptional telephone etiquette and warmly greeting clients and visitors, ensuring a pleasant and professional experience.
• Interacting with patients and families by providing welcoming assistance at the front desk ensuring all of their needs are met and they feel comfortable.
• Prioritizing the needs of patients over other tasks, whether they are in the office or reaching out via phone.
• Exercising exemplary oversight for office space and facilities, guaranteeing optimized functionality and adherence to established standards.
• Overseeing and ensuring the cleanliness, impeccable organization, and professional appearance of office spaces and facilities.
• Assisting in kitchenette upkeep by meticulously ordering and replenishing seltzer water and light snacks daily, while ensuring the dishwasher is effectively emptied each morning.
• Proactively managing office supplies by efficiently ordering through Amazon and diligently restocking to maintain an optimal inventory level.

Other Duties and Responsibilities:

• Keeping track of employee requests for Amazon purchases and fulfilling them accordingly.
• Arranging for weekly employee lunch orders.
• Facilitating the onboarding process for new employees, including providing information on group messaging, office protocols, and office layouts.
• Participating in weekly supervision meetings and monthly practice management meetings with the Director of Practice Management.
• Assisting the Site Director with various administrative tasks as needed.
• Work collaboratively with the clinical and administrative teams.
• Assisting the billing team in the monthly billing processes as needed.
• Abide and sustain workflow expectations established by the supervisor
• Adhere to all relevant healthcare regulations, particularly with regard to managing sensitive information.
• Perform related and other duties as assigned to support BCSC’s mission, vision and values.

The above statements are intended to describe the general nature and level of work being performed by people assigned to do this job. The above is not intended to be an exhaustive list of all responsibilities and duties required of this position.

External and internal applicants, as well as position incumbents who become disabled as defined under the Americans with Disabilities Act must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case by case basis.

Skills:

• Displays exceptional independence, initiative, and focus, coupled with strong task-oriented and problem-solving skills.
• Demonstrates outstanding organizational skills, effective interpersonal communication (both verbal and written), meticulous attention to detail, and a friendly, approachable manner.
• Ability to work autonomously, process information, follow instructions and office protocols, implement established procedures, prioritize tasks, and complete tasks effectively and efficiently with minimal supervision.
• Ability to work with culturally diverse families and communities with the ability to be culturally sensitive, appropriate, and non-judgmental.
• Ability to maintain patient confidentiality.
• Capability of maintaining a composed and professional demeanor, even when dealing with unexpected situations.
• Ability to seek out supervision and incorporate feedback to improve overall work efficiency.
• Consistently maintain a professional and reliable physical office presence.
• Eagerness to learn about new innovations and strategies.
• Team-oriented, personable, and approachable personality.

Education & Experience:

• Administrative assistant experience or a similar role, preferably in a healthcare or behavioral health setting is a plus.
• Experience performing billing, and/or duties related to medical billing is a plus.
• Experience working in Electronic Medical Records systems is a plus.
• High School Diploma is required.
• Bachelor’s degree or equivalent is preferred but not required (we are open to having a college student in this position)
• MUST feel comfortable around young children, teens, and families.
• Experience with Mac operating systems is a plus.
• Strong computer/technology skills.
• Ability to use standard office-related technologies (e.g., conference phone, voicemail system, copier, scanner, fax, shredder, etc.)
• Knowledgeable of HIPAA policies and regulations.
• Other combinations of education and experience may be considered.

Additional Eligibility Requirements:

• Reliable form of transportation to commute to the Boston office.

Valet: The Lenox Hotel, located directly across the street, has offered access to their valet services. The hotel will valet cars for all individuals coming to BCSC ($29 per visit flat rate).

Street Parking: Street parking is available on Newbury, Exeter, and Fairfield Streets. Street parking is available on a first-come-first-serve basis. We recommend that families attempting to use street parking download the ParkBoston application in advance. This app allows for easy payment and renewal of parking fees.

Parking Garages: You may also park at one of the nearby parking garages at the Prudential Center, Central Parking, 149 Newbury Street, NikeTown Garage, or Copley Place.

Public Transit: We are located closest to the Copley stop on the Green Line and Back Bay Station on the Orange Line.

Working Conditions/Physical Demands

• Work is conducted primarily in an office environment and utilizes a computer.
• Continuous contact with staff and the public in various forms of communication
• May be sitting for prolonged periods.
• Ability to lift and move at least 20 lbs (ex: cases of water, target/amazon orders, paper)
• Our office building is not ADA compliant and may not be suitable for individuals requiring full accessibility. It is encouraged for candidates to reach out if they have specific accessibility needs so we can explore potential accommodations.

Job Type: Full-time

Pay: $50,000.00 per year

Benefits:

• 401(k) matching
• Employee discount
• Flexible spending account
• Life insurance
• Professional development assistance

Application Question(s):

• Are you comfortable interacting with children, teens and families on a regular basis?

Education:

• High school or equivalent (Required)

Language:

• English (Required)

Ability to Commute:

• Boston, MA 02116 (Required)

Ability to Relocate:

• Boston, MA 02116: Relocate before starting work (Required)

Work Location: In person