ABA Agency Administrator / Operations Coordinator

ABA Agency Administrator / Operations Coordinator Location: Santa Clarita, CA Position: In\-Office Pay: $25\.00–$35\.00\+ per hour, depending on experience. The right candidate can make much more via bonuses and etc. Potential for stake in the business, etc. Position Overview We are seeking a highly organized, dependable, and professional ABA Agency Administrator / Operations Coordinator to support the day\-to\-day administrative and operational functions of our Applied Behavior Analysis (ABA) agency. This is an in\-office / possible hybrid position in Santa Clarita for someone who enjoys working in a fast\-paced environment, communicating with families and employees, managing schedules, maintaining accurate records, and keeping office operations organized. The ideal candidate will have previous experience in ABA, behavioral health, healthcare administration, medical office administration, scheduling, intake, insurance/medical billing, human resources, or a similar service\-based environment. Prior ABA experience is highly preferred but not required for a strong candidate with relevant healthcare or administrative experience. Key Responsibilities Scheduling \& Staffing Create, coordinate, and maintain client and staff schedules. Manage schedule changes, cancellations, staff availability, and coverage needs. Coordinate staff assignments based on client needs, availability, and agency requirements. Track attendance, availability, timekeeping, and other administrative information. Communicate schedule updates clearly and professionally with staff and families. Client \& Family Communication Serve as a professional point of contact for parents, guardians, clients, and staff. Answer incoming phone calls, emails, messages, and general administrative questions. Assist families with scheduling and administrative concerns. Route clinical questions or concerns to the appropriate BCBA or clinical professional. Maintain professional and compassionate communication with families at all times. Hiring \& Employee Onboarding Assist with recruiting, interviewing, hiring, and onboarding new employees. Collect and organize employee documentation, certifications, training records, and required forms. Assist with new\-hire orientation. Maintain organized employee personnel files. Track required documentation, certifications, and administrative compliance. Communicate agency policies, expectations, and procedures to employees. Records, Documentation \& Compliance Enter, update, and maintain accurate client and employee information in agency software. Maintain confidential client, employee, and agency records. Collect completed forms and obtain required signatures. Maintain organized electronic and physical filing systems. Assist with tracking employee and client documentation requirements. Handle confidential and sensitive information professionally and appropriately. Office \& Agency Operations Support daily administrative operations of the ABA agency. Prepare spreadsheets, reports, schedules, forms, and administrative documents. Manage email correspondence and administrative requests. Perform filing, scanning, copying, document organization, and data entry. Coordinate meetings, staff communications, trainings, and agency events. Identify administrative or operational problems and communicate them to management. Assist leadership with improving office procedures and maintaining an efficient work environment. Help ensure agency policies and administrative expectations are consistently followed. QualificationsRequired High school diploma or equivalent. Strong organizational and time\-management skills. Excellent written and verbal communication skills. Strong attention to detail and accuracy. Comfortable using computers, spreadsheets, email, and electronic record systems. Ability to learn new software quickly. Ability to manage multiple responsibilities and priorities simultaneously. Professional and comfortable communicating with parents, employees, management, and the public. Dependable, punctual, and able to work independently. Strong judgment and problem\-solving ability. Comfortable answering phones and handling frequent communication. Ability to maintain confidentiality and appropriately handle sensitive information. Preferred Previous experience in an ABA agency. Behavioral health or healthcare administration experience. ABA scheduling or staffing experience. Experience working with BCBAs, RBTs, behavior technicians, or ABA families. Medical office administration experience. Medical billing, insurance verification, or authorization experience. Intake or patient/client coordination experience. Employee recruiting and onboarding experience. Experience maintaining personnel files and compliance documentation. Experience with electronic medical records, electronic health records, ABA practice\-management software, or client\-management systems. Familiarity with HIPAA and healthcare confidentiality requirements. Associate's or bachelor's degree in business administration, healthcare administration, psychology, human services, or a related field. Proficiency with Microsoft Office, Google Workspace, Excel/Google Sheets, email, and electronic filing systems. Who We're Looking For This role is a good fit for someone who: Is extremely organized and detail\-oriented. Enjoys solving scheduling and administrative problems. Can stay calm when schedules change unexpectedly. Communicates confidently with parents and employees. Takes ownership of responsibilities without needing constant supervision. Can professionally enforce policies and administrative requirements. Is comfortable following up with employees when documents or information are missing. Enjoys creating systems and keeping an office organized. Understands the importance of confidentiality in a healthcare or behavioral\-health environment. Candidates with previous experience as an ABA Scheduler, ABA Administrative Assistant, ABA Operations Coordinator, Client Services Coordinator, Intake Coordinator, Behavioral Health Administrator, Medical Office Administrator, Patient Coordinator, Authorization Coordinator, Healthcare Scheduler, or Office Manager are strongly encouraged to apply. Compensation $25\.00–$32\.00 per hour Compensation will be based on relevant experience, including ABA, behavioral health, healthcare administration, scheduling, employee onboarding, medical office operations, insurance, billing, or related experience. Application Please submit your resume along with a brief description of your experience with scheduling, healthcare or ABA administration, client communication, onboarding, or office operations. Please answer the following questions to expedite your resume review. How many years of experience do you have working in ABA, behavioral health, healthcare, a medical office, or a similar service\-based organization? Suggested answers: None / Less than 1 year / 1–2 years / 3–5 years / 5\+ years. Have you been responsible for coordinating employee and client/patient schedules, including cancellations, coverage, and last\-minute schedule changes? Make this Yes/No and consider requiring Yes.This one is important. Their response will tell you much more than their résumé.Yes/No. Which of the following do you have experience with? ABA administration, healthcare administration, staff scheduling, employee onboarding, client intake, medical billing, insurance verification/authorizations, HR/personnel files, EMR/EHR systems. Allow multiple selections. Describe a situation where you had multiple employees, clients, or schedules requiring changes at the same time. How did you organize and resolve it? This position is performed in\-office in Santa Clarita, CA and pays $25–$32/hour depending on relevant experience. Are you able to reliably work in\-office at this location? Pay: $27\.00 \- $35\.00 per hour Expected hours: 20\.0 – 35\.0 per week Benefits: * Referral program Work Location: Hybrid remote in Valencia, CA 91355