Administrative/Intake Coordinator

Job Posting: Administrative & Intake Coordinator (Part-Time)

Company: Neuro S.P.A.C.E. ABA LLC

Location: Huntingdon, PA (Hybrid / On-site opportunities)

Position Type: Full Time (35-40 hours a week)

Compensation: Competitive hourly rate (commensurate with experience)

About Us

Neuro S.P.A.C.E. ABA is a dedicated behavioral health practice specializing in Applied Behavior Analysis (ABA) and Intensive Behavioral Health Services (IBHS). We partner with individuals and families across Central Pennsylvania to provide individualized, compassionate, evidence-based behavioral support. We pride ourselves on creating an organized, supportive, and person-centered environment for both our clinical team and the families we serve.

Position Overview

We are seeking an organized, empathetic, and detail-oriented Administrative & Intake Coordinator to join our team on a full-time basis. In this role, you will often serve as the first point of contact for new families seeking services, guiding them through the onboarding process with clarity and compassion. You will also provide vital administrative and operational support to our Clinical Director, Board Certified Behavior Analysts (BCBAs), and clinical leadership.

Key Responsibilities

1. Intake & Client Onboarding

Serve as the welcoming first point of contact for prospective clients and families inquiring about IBHS/ABA services.

Conduct initial intake screenings, gathering relevant background history, diagnostic reports, and family concerns.

Verify insurance coverage, collect benefit details, and coordinate prior authorization submissions.

Track client intake pipelines from initial inquiry through assessment scheduling and active service assignment.

2. Clinical & Operational Administration

Support BCBAs and leadership with scheduling client assessments, recurring therapy sessions, and team meetings.

Coordinate client service records, attendance documentation, and clinician logs to ensure documentation completeness.

Maintain strict confidentiality of all client health information in compliance with HIPAA guidelines.

Assist with basic electronic medical record (EMR) data entry, digital filing, and audit-ready record keeping.

3. Family & Team Communication

Provide timely email and phone correspondence to client families regarding appointments, paperwork, and program updates.

Liaise between administrative operations and clinical staff to ensure smooth day-to-day coordination.

Assist leadership with ordering office supplies, organizing clinical intake packets, and coordinating onboarding materials.

Qualifications & Requirements

Education: High school diploma or equivalent required; Associate’s or Bachelor’s degree in Healthcare Administration, Psychology, Business, or related field preferred.

Experience:

1 years of experience in medical/dental front office, behavioral health intake, or general healthcare administration.

Experience with behavioral health, ABA, or pediatric outpatient clinics is a strong plus.

Skills & Competencies:

Warm, professional phone presence and strong interpersonal communication skills.

High level of attention to detail and ability to handle multi-step administrative workflows.

Proficiency with standard office productivity suites (Google Workspace / Microsoft 365) and comfort learning new Electronic Health Record (EHR) platforms.

Understanding of HIPAA regulations and client privacy standards.

Clear background checks (PA Child Abuse History Clearance, PA State Police Criminal Record Check, and FBI Fingerprint Clearance).

Schedule & Benefits

Hours: 15–25 hours per week (core weekday business hours, flexible start/end windows negotiable).

Work Environment: Supportive, collaborative team culture that values autonomy, respect, and clear communication.

Growth: Opportunities for expanded hours or operational advancement as our caseload and service locations grow.

Neuro S.P.A.C.E. ABA is an Equal Opportunity Employer.