Center Care Coordinator

Job Description

Job Description

Position Summary

The Learning Tree ABA is a growing organization providing high-quality ABA services to children and families. We are committed to creating a supportive, collaborative, organized, and positive environment for our clients, families, and team members.

The Center Care Coordinator is a full-time, center-based position responsible for coordinating client care while also supporting the daily operations and organization of the ABA center. This individual serves as an important point of contact for families, BCBAs, Behavior Technicians, and center leadership and helps ensure that communication, scheduling, client needs, and center operations run smoothly.

The ideal candidate is highly organized, proactive, approachable, and able to balance client and staff needs with the day-to-day needs of a busy ABA center.

Essential Duties and ResponsibilitiesClient & Family Coordination

· Coordinate and support the delivery of ABA services for assigned clients.

· Serve as a primary administrative point of contact for families and provide timely, professional communication.

· Conduct regular check-ins with families to identify concerns, scheduling needs, or additional support that may be needed.

· Assist families with general questions regarding schedules, services, center procedures, and available resources.

· Communicate family concerns or changes promptly to the appropriate BCBA, Center Director, or other team member.

· Support new families as they transition into center-based services and help ensure a welcoming and organized onboarding experience.

· Help maintain strong relationships with families and promote a positive overall experience with The Learning Tree ABA.

Scheduling & Staff Coordination

· Coordinate client and staff schedules to promote consistent service delivery and appropriate coverage.

· Communicate schedule changes, cancellations, staffing concerns, and coverage needs in a timely manner.

· Work closely with BCBAs, Behavior Technicians, and center leadership to address scheduling challenges.

· Monitor attendance and identify recurring scheduling or attendance concerns that require follow-up.

· Assist with arranging coverage when staff members are absent or client schedules change.

· Help ensure staff and families receive clear and accurate information regarding scheduling and center operations.

Center Operations

Because this is a full-time, center-based position, the Center Care Coordinator will also assist with the daily organization and functioning of the center.

Responsibilities may include:

· Help ensure the center is organized, welcoming, professional, and prepared for clients and staff each day.

· Assist with opening and/or closing responsibilities as assigned.

· Monitor common areas, therapy spaces, staff areas, and supplies and communicate needs to the appropriate team member.

· Assist with maintaining appropriate levels of center, office, client, and staff supplies.

· Submit or coordinate requests for supplies and materials as needed.

· Help organize center activities, celebrations, staff appreciation initiatives, and special events.

· Assist with welcoming visitors, new staff members, clients, and families to the center.

· Support new staff with center orientation and general center procedures.

· Help communicate center announcements, reminders, and operational updates to staff.

· Identify maintenance, cleanliness, safety, or facility concerns and ensure they are communicated to the appropriate person for follow-up.

· Assist center leadership with administrative and operational projects as needed.

· Help maintain an organized and positive center environment throughout the day.

Communication & Administrative Support

· Maintain professional, courteous, and timely communication by phone, email, and in person.

· Collaborate closely with the Center Director, Clinical Director, BCBAs, and other administrative team members.

· Assist with documentation, tracking, spreadsheets, reports, and other administrative tasks as assigned.

· Follow up on outstanding items and help ensure tasks are completed within appropriate timelines.

· Participate in center and administrative meetings as required.

· Identify opportunities to improve center processes and communicate recommendations to leadership.

· Maintain confidentiality and professionalism when handling client, family, and employee information.

· Adhere to and support all company policies and procedures.

Center Presence & Team Support

The Center Care Coordinator is expected to maintain a consistent and active presence within the center. This role is not limited to desk-based administrative responsibilities. The coordinator should be aware of what is happening throughout the center and be available to assist staff, families, and leadership with operational needs as they arise.

The Center Care Coordinator is expected to take initiative, identify needs before they become larger concerns, and contribute to a collaborative, solution-focused workplace.

Qualifications & Skills

The ideal candidate will:

· Be at least 18 years of age and authorized to work in the United States.

· Demonstrate excellent organizational and time-management skills.

· Possess strong verbal and written communication skills.

· Be professional, dependable, approachable, and responsive.

· Demonstrate strong attention to detail and follow-through.

· Be comfortable managing multiple priorities in a fast-paced environment.

· Be proactive and able to recognize needs without always requiring direct instruction.

· Demonstrate strong problem-solving skills and sound judgment.

· Work effectively and collaboratively with clinical, administrative, and direct-care staff.

· Be comfortable interacting regularly with children and families.

· Be proficient with Microsoft Word, Excel, Outlook, and other company software and technology.

· Previous experience in healthcare, ABA, childcare, education, office administration, or care coordination is preferred.

Work Schedule & Location

This is a full-time, in-person position based at The Learning Tree ABA center.

The general work schedule is Monday through Friday, approximately 40 hours per week , with specific hours established based on the operational needs of the center.

Because the Center Care Coordinator plays an important role in the daily functioning of the center, regular and reliable in-person attendance is an essential responsibility of this position.

Expectations for Success

A successful Center Care Coordinator will:

· Keep communication flowing between families, staff, clinicians, and leadership.

· Follow through consistently on tasks and concerns.

· Help schedules and daily center operations run smoothly.

· Be responsive when staff or families need assistance.

· Notice operational needs and take initiative to address them.

· Maintain an organized, professional, and welcoming center environment.

· Build positive relationships with families and team members.

· Remain flexible and solution-oriented when unexpected situations arise.

· Contribute to a positive culture in which staff and families feel supported.

Additional Responsibilities

The responsibilities listed above are intended to describe the general nature of the position and are not an exhaustive list. The Center Care Coordinator may be assigned additional administrative, client coordination, or center operational responsibilities based on the evolving needs of The Learning Tree ABA.