Administrative Support Specialist

JOB LOCATION:

This position requires 100% on-site attendance at the NEST Clinic, CSIU Main Office, 90 Lawton Lane, Milton, PA 17857.

JOB ASSIGNMENT: CSIU Outpatient Psychological Services

ORGANIZATIONAL RELATIONSHIP:
The Administrative Support Specialist reports to the Clinical Director of Outpatient Psychological Services for all duties and responsibilities related to the outpatient clinic. In the Program Director's absence, this position reports to the Director of Behavioral Health Support Services.

JOB DEFINITION:
The Administrative Support Specialist provides comprehensive clerical, data entry, organizational, and office support for outpatient psychological services, including the CSIU Outpatient Psychological Clinic and satellite sites. This role ensures efficient operations through scheduling, documentation management, and coordination of client services, while upholding confidentiality and professional standards. The position is a critical support function within multidisciplinary teams, helping facilitate care delivery, maintain compliance with mental health and special education requirements, and serve as a welcoming first point of contact for families and stakeholders.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Administrative and Program Support

* Implement workflow systems to monitor clinician caseload capacity and assist in optimizing scheduling across multiple sites.

* Maintain student and client records, including electronic and paper files, in compliance with Federal Educational Rights and Privacy Act (FERPA) and also Health Insurance Portability and Accountability Act (HIPAA) where applicable.

* Perform word processing, data entry, typing, copying, and filing.

* Prepare reports, correspondence, and orders for materials, supplies, and equipment.

* Maintain record keeping of outpatient client reports and records.

* Maintain schedules and monitor procedural timelines and data requirements.

* Assist staff with behavioral health documentation.

* Answer phones, greet visitors, manage emails, distribute messages, and deliver mail.

* Monitor and maintain office equipment; schedule maintenance as necessary.

* Ensure all outpatient clinic documentation aligns with Pennsylvania OMHSAS (Office of Mental Health and Substance Abuse Services) and Medicaid billing standards.

* Distribute related program and clinic paperwork as needed.

* Arrange registrations and travel plans for program staff attending trainings and conferences.

* Support onboarding of new clinical staff and interns, including coordinating workspace, systems access, and clinic protocols.

* Coordinate mental health evaluations, and clinic appointments using electronic health record (EHR) systems where applicable.

* Coordinate scheduling and rescheduling of client sessions and school meetings in collaboration with clinicians and parents.

* Coordinate treatment plan meetings and prepare paperwork accordingly.

* Contact school districts and outside agencies to obtain required student/client paperwork and coordinate services.

* Participate in team meetings and trainings as assigned.

* Order, pick up, and deliver supplies as needed.

* Provide additional job-related clerical services as requested by supervisor staff.

Data/Information Management

* Track and support documentation compliance audits; proactively identify and resolve discrepancies that could delay reimbursement or affect compliance.

* Monitor providers credentialing paperwork, documentation workflows, and licensure verifications.

* Monitor clinic service metrics (e.g., appointment attendance, cancellation rates) and contribute to monthly reporting.

* Assist with data collection and entry related to service delivery, attendance, billing, and outcomes.

* Support data submissions required for state mental health reporting or third-party payors.

* Learn and use various types of technology and electronic systems (e.g., EHR, Google Drive).

Liaison Services

* Serve as the first point-of-contact for families contacting the CSIU Outpatient Psychological Services Clinic, providing professional and welcoming communication.

* Maintain and communicate accurate and timely billing and documentation requirements to families.

* Collaborate with CSIU facilities and IT staff to resolve clinic-related issues.

* Act as liaison for coordination of meetings.

* Support occasional events or community engagement activities as requested or required.

NON
- ESSENTIAL DUTIES AND RESPONSIBILITIES:

* Perform other duties as assigned by immediate supervisor or designee.

EDUCATION, EXPERIENCE AND

SKILLS REQUIRED:

* Minimum requirements include either:

* Bachelor's degree in business, communications or a related field, and at least five
* (5) years of increasingly responsible full time work experience in administrative support work in a healthcare or behavioral health setting (preferred); or

* Associate's degree in business, communications or a related field and eight (8) years of increasingly responsible full time work experience in administrative support work in a…