Clinic Operations Coordinator

Job Description

Job Description

Location: Springfield, Virginia
Work Setting: In person

Compassionate ABA & Therapeutic Services (CABATS) is seeking an organized, dependable, and proactive Clinic Operations Coordinator to support the daily operations of our Springfield clinic.

The Springfield location is a large, multidisciplinary clinic serving children and families through ABA, speech therapy, and occupational therapy. The Clinic Operations Coordinator will help keep the clinic organized, welcoming, properly supplied, and running efficiently while providing operational support to staff across all disciplines.

Key Responsibilities

• Coordinate and support the clinic’s daily administrative and operational needs
• Maintain an organized, professional, safe, and welcoming clinic environment
• Provide operational support to ABA, speech, occupational therapy, administrative, and leadership teams
• Welcome clients, families, staff, visitors, and community partners
• Monitor client arrivals, departures, attendance, and lobby activity
• Answer calls, respond to general inquiries, and route messages appropriately
• Assist with scheduling updates and communicate changes to the appropriate staff
• Organize therapy rooms, shared spaces, staff areas, materials, and supplies
• Monitor inventory and communicate purchasing needs before supplies run out
• Coordinate basic facility, maintenance, cleaning, and equipment concerns
• Assist staff with printing, scanning, filing, copying, and preparing materials
• Support intake paperwork, document collection, data entry, and record organization
• Help ensure that clinic procedures and daily expectations are followed consistently
• Communicate operational concerns, incidents, staffing needs, and facility issues to leadership
• Protect client confidentiality and follow HIPAA requirements
• Assist with clinic events, tours, meetings, and staff activities
• Complete additional operational and administrative duties as assigned

Position Boundaries

This is an operational support position and does not provide clinical supervision or make independent clinical decisions. Clinical concerns must be directed to the appropriate supervisor or Clinical Director.

Qualifications

• High school diploma or equivalent required
• Associate’s or bachelor’s degree preferred
• Previous experience in clinic operations, healthcare administration, behavioral health, medical reception, office coordination, or a related field preferred
• Strong organizational, communication, and customer-service skills
• Ability to support several departments and manage competing priorities
• Comfortable working around children and individuals with developmental disabilities
• Able to remain calm, professional, and solution-focused in a busy clinic
• Proficient with email, electronic records, scheduling systems, and basic office technology
• Strong attention to detail and ability to follow through on assigned responsibilities
• Dependable attendance and punctuality
• Ability to protect confidential information and maintain professional boundaries
• Bilingual English and Spanish is a plus

Ideal Candidate

The ideal candidate takes initiative, notices what needs attention, and follows through without requiring constant direction. This person should enjoy helping others, maintaining organization, solving day-to-day operational problems, and supporting a multidisciplinary team.

The successful candidate will understand that excellent clinic operations directly affect the quality of services provided to clients and families.

About CABATS

Compassionate ABA & Therapeutic Services provides individualized ABA, speech therapy, and occupational therapy services. Our mission is to combine compassion and knowledge with exceptional services for the children and families we support.

Qualified candidates are encouraged to submit a résumé highlighting their administrative, healthcare, customer-service, or clinic-operations experience.