ABA Office Manager and Scheduler

Job Summary :

About PlayThinks : PlayThinks is a dedicated Jewish non-profit clinic specializing in Applied Behavior Analysis (ABA) therapy.

Our mission is to provide compassionate, high-quality care to individuals with autism and related developmental disorders, fostering growth and independence through evidence-based practices and community support.

Using the teachings of Professor Reuven Feuerstein, we provide opportunities for our clients to engage in enriching play which facilitates a truly one-of-a-kind learning experience.

Position Overview : The ABA Office Manager and Scheduler will play a crucial role in ensuring the efficient operation of PlayThinks.

This individual will be responsible for managing the day-to-day administrative functions of the clinic, including scheduling appointments, coordinating with staff, and overseeing office operations.

The ideal candidate will be detail-oriented, highly organized, and able to provide exceptional support to both clients and staff.

Key Responsibilities :

• Office Management :
• Oversee daily administrative operations to ensure smooth and efficient clinic functioning.
• Manage office supplies and inventory, including ordering and restocking as needed.
• Maintain a welcoming and professional environment for clients, families, and staff.
• Scheduling :
• Coordinate and manage appointment scheduling for clients and therapists, ensuring optimal use of resources.
• Handle rescheduling and cancellations, while effectively communicating changes to all parties involved.
• Develop and maintain schedules for ABA therapy sessions, assessments, and other clinic activities.
• Client and Staff Support :
• Serve as the primary point of contact for client inquiries and provide exceptional customer service.
• Assist with the intake process for new clients, including gathering necessary documentation and information.
• Support therapists and other clinic staff with scheduling needs and administrative tasks.
• Record-Keeping and Documentation :
• Maintain accurate and confidential client records, including session notes and billing information.
• Ensure compliance with HIPAA regulations and other relevant confidentiality requirements.
• Assist with data entry and reporting as needed.
• Communication :
• Facilitate effective communication between clients, families, and clinic staff.
• Organize and distribute internal communications, including memos and announcements.
• Coordinate with external vendors and service providers as necessary.
• Compliance and Quality Assurance :
• Ensure adherence to organizational policies and procedures.
• Assist with audits and reviews to maintain high standards of service delivery.
• Identify opportunities for process improvements and contribute to the development of best practices.

Qualifications :

• Education : Bachelor’s degree in Business Administration, Office Management, or a related field preferred.
• Experience : Minimum of 2 years of experience in office management or administrative roles, preferably in a healthcare or non-profit setting.
• Skills :
• Strong organizational and time management skills with the ability to multitask effectively.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook), Theralytics and office management software.
• Familiarity with ABA therapy or experience in a similar therapeutic environment is a plus.
• Attributes :
• Detail-oriented with a high level of accuracy in all tasks.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Demonstrated ability to work collaboratively in a team-oriented environment.
29 days ago