The Operations Assistant is the heartbeat of our ABA clinic, ensuring seamless daily logistics for our families and staff. This role manages the entire "lifecycle" of clinic operations—from the first waitlist inquiry to daily staff scheduling and clinical record\-keeping.
*Important*:
Readiness \& Availability Because we provide 1\-on\-1 care, the clinic’s success depends on solving scheduling puzzles before the doors even open. This role requires a "morning\-ready" mindset:
* Morning Coordination (Remote): From 7:15 a.m. to 8:00 a.m., you will monitor the scheduling phone/chat to handle last\-minute staff or client call\-outs. While actual work usually takes 30 minutes or less, you must be available during this window to arrange coverage and notify families.
* On\-Site Hours: Following morning coordination, you will be on\-site at the center from 9:30 a.m. to 5:15 p.m. (including a 30\-minute lunch break).
* Daytime Monitoring: While call\-outs after 8:00 a.m. are rare, you are expected to keep notifications on throughout the day to respond to urgent schedule shifts.
*Key Responsibilities*
1\. Scheduling \& Coverage Logistics
* Daily Maintenance: Manage the Weekly Schedule spreadsheet and Rethink software; process real\-time cancellations and re\-scheduling.
* Coverage Management: Proactively identify and resolve staffing gaps; monitor time\-off requests to ensure the clinic remains appropriately staffed.
* Communication: Serve as the first responder for schedule changes, promptly notifying parents and staff via phone, email, or chat.
* Forecasting: Meet bi\-weekly with Leadership to review cancellation trends and forecast future staffing needs.
* External Coordination: Act as the primary point of contact for external providers regarding daily schedule coordination and adjustments.
2\. Intake \& Waitlist Coordination
* Lead Management: Respond to inquiries, maintain the Waitlist document, and schedule facility tours for prospective families.
* Relationship Nurturing: Conduct weekly touchpoints with waitlisted families to keep them engaged.
* Benefit Coordination: Facilitate the Verification of Benefits (VOB) between our Biller and caregivers; answer basic parent questions regarding the process.
* Intake Scheduling: Once benefits are verified, schedule the formal intake (2\-week lead time) and request initial authorizations from the biller.
3\. Compliance \& Clinical Administration
* Signature Tracking: Collect and digitally file parent signatures during daily pick\-up.
* Document Management: Manage the flow of Behavior Intervention Plans (BIPs) and Treatment Plans via DocuSign; maintain organized digital and physical files.
* Incident Tracking: Process incident reports; immediately escalate staff\-related injuries to Management.
* Medication Safety: Oversee the medication management log to ensure 100% compliance and safety.
4\. Front\-of\-House \& Clinic Operations
* Reception: Manage door access, answer all incoming calls, and direct complex inquiries to leadership.
* Daily Logistics: Lead the carline and pick\-up process; maintain the "Authorized to Pick Up" tracker with valid IDs.
* Clinic Culture: Manage inventory, organize staff "Shout Outs," and collaborate with Lead RBTs to decorate for holidays and seasonal events.
* Housekeeping: Maintain a clean, professional, and welcoming administrative environment.
5\. Attendance \& Accountability
* Tracking: Monitor BTs/RBTs tardiness and absences; alert management if a staff member exceeds occurrence thresholds.
* Collaboration: Work closely with the Compliance Officer on permanent schedule changes for new hires or clients.
* Flexibility: Adapt to the shifting needs of the clinic, supporting various administrative functions as assigned.
Qualifications
- 2\+ years of experience in an executive assistant, operations assistant, project coordinator, or similar role preferred
- Strong organizational skills with the ability to manage multiple priorities simultaneously
- Excellent written and verbal communication skills
- High attention to detail and strong follow\-through
- Comfortable working in a fast\-paced, changing environment
- Proactive, resourceful, and able to anticipate needs
- Professional demeanor and ability to handle sensitive or confidential information
- Proficiency in Google Workspace, including Gmail, Google Docs, Google Sheets, etc.
- Health insurance
- Paid time off
- Professional development assistance
- This role requires being "on call" remotely from 7:15 a.m. – 8:00 a.m. to manage morning staffing changes, followed by on\-site hours of 9:30 a.m. – 5:15 p.m. Are you able to consistently commit to this specific split schedule?
- healthcare scheduling: 1 year (Preferred)
Pay: $18\.00 \- $25\.00 per hour
Benefits:
Application Question(s):
Experience:
Work Location: In person