Intake Coordinator - Newton, MA

Instructions for Application

To apply, please send a cover letter and resume to Kelley Challen:

Position Details

Join one of the most well respected and recognized neuropsychology and integrated treatment practices in the Boston area. NESCA has been in business since 2007. We provide neuropsychological evaluations, both domestic and international, cognitive behavior therapy, school and parent consultations, psychological testing, integrative services, such as yoga and acupuncture, and full transition evaluations and interventions.

The Intake Coordinator is often the first voice or face that a NESCA client connects with and we are looking for a true “people person” who wants to be part of a quick-thinking, motivated, and collaborative administrative team that works hard to meet the demands of each fast-paced day at NESCA and the widely varying needs of clients and clinical staff. We are looking for a leader and self-motivated person who works well in a collaborative culture.

Job Description

  • Welcome all clients and families at front desk and collect payments
  • Perform routine clerical and administrative functions for Director, Office Manager, Transition Team, Therapy Team, Marketing and 13 neuropsychologists
  • Process new client information, including but not limited to: scheduling evaluations and appointments, organizing and maintaining paper and electronic files, and providing necessary information to callers and potential clientele
  • Act as main source of communication between clients and clinical staff
  • Manage and catalogue all testing materials
  • Assist with management of payments and invoices via QuickBooks
  • Set a tone of tranquility and warmth for the children, teens and young adults who enter the office; provide services for the clients and their families to maintain a positive, comfortable and calm environment

Qualifications and Skills

  • As one of our clients’ initial and ongoing points of contact on behalf of the company, the candidate must exercise exceptional interpersonal skills with people of all ages and abilities – children, adolescents, young adults, parents and vendors/partners
  • Capacity to have a consistently flexible, positive and compassionate disposition
  • Ability to manage varied tasks seamlessly and cheerfully
  • Proven, thoughtful and creative problem-solving skills
  • Proficient in Microsoft Outlook, Excel, Word, PowerPoint
  • Experience with Adobe Acrobat recommended
  • Bachelor’s Degree
  • 2 years administrative and/or customers/client service experience
  • Experience in hospitality, medical office or school environment a plus, but not a necessity
  • Proven track record of excellent communication and time management skills
  • Proven track record of efficiency and managing multiple projects simultaneously


Generous compensation and benefits package for full-time employees, including:

  • 401(K) with company match
  • Subsidized health insurance, group dental insurance, long- and short-term disability insurance, life insurance
  • Flexible working environment
  • Paid holidays and vacations
  • Free parking is available at all NESCA locations
  • 24/7 access to an on-site gym in Newton
  • Discounted rate with staff acupuncturist
  • Discounted rate with staff personal trainer

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