Referral and Billing Specialist

Job Title: Administrative Coordinator – Supporting Little Miracles/ Clinic Department Location: Hayward/ Union City, CA Job Type: Full-time Company Overview: Ascend is a trusted healthcare service provider in the East Bay, renowned for its dedication to supporting children with special needs and their families. As a woman-driven, pediatric therapist-led organization, Ascend takes pride in delivering high-quality care with compassion and expertise. We are seeking a meticulous and detail-oriented Administrative Coordinator to join our team in Hayward/ Union City and support our Little Miracles inclusion program. The Little Miracles program provides specialized support for children with special needs in an inclusive preschool setting, fostering growth and learning in a collaborative environment. Position Overview: We are looking for an Administrative Coordinator to manage referrals, track program data, and support day-to-day administrative operations. This role is vital to the smooth functioning of our Little Miracles program and requires someone highly organized, able to handle detailed data entry, and comfortable working in a fast-paced environment. Key Responsibilities: Process referrals for the Little Miracles Inclusion Preschool program, ensuring timely and accurate data entry. Manage and maintain program-related documentation, including billing records and client files. Communicate with families, healthcare providers, and school districts to obtain and verify referral information. Collaborate with therapists and program coordinators to ensure seamless communication and scheduling. Perform high-volume, detailed data entry for billing and program tracking purposes. Generate reports and maintain databases to monitor program outcomes and client progress. Support administrative tasks related to the Union City location, including answering calls, responding to emails, and assisting visitors. Uphold confidentiality and compliance with HIPAA standards. Qualifications: Bachelor’s Degree preferred; relevant experience may be considered in lieu of a degree. Minimum of 2 years of experience in office administration, billing, healthcare administration, or data entry. Exceptional attention to detail and accuracy in handling data and documentation. Proficiency in Microsoft Office Suite and tools such as Google Drive, Google Sheets, and Google Chat. Strong organizational and multitasking skills. Effective verbal and written communication skills. Experience with billing or referrals in a healthcare or educational setting is a plus. Spanish language skills are a bonus but not required. Benefits: Comprehensive health benefits, including Medical, Dental, and Vision insurance. 401(k) plan with company matching. Flexible spending account. Paid time off and employee discounts. Life insurance and additional benefits. Schedule: Full-time position, Monday to Friday, 8:30 AM – 5:00 PM, at Hayward/ Union City You must be able to reliably commute to or relocate to Hayward/ Union City, CA, before starting work. Why Join Us? Ascend Rehab Services, Inc. offers a supportive and collaborative work environment where your contributions make a tangible difference. Join a team dedicated to empowering children with special needs and their families. How to Apply: Please submit your resume and a cover letter detailing your relevant experience and why you are interested in this position.