Operations Coordinator

About the Job

Kindly apply using this link to our practice management system and select "Operations Coordinator" as the position for which you're applying:

Position Summary:

The Operations Coordinator plays an essential role in supporting the smooth, organized, and welcoming operation of Grove Behavioral Services. This part-time position blends scheduling, administrative coordination, front desk support, office operations, and executive support.

The ideal candidate is highly organized, proactive, emotionally intelligent, and comfortable managing multiple priorities throughout the day. They should be able to communicate warmly and professionally with families, staff, community partners, and leadership while using sound independent judgment and maintaining confidentiality.

This role is currently part-time, however, as the company grows the option for full-time employment may become available if mutually desired.

Ideal Candidate:

The ideal Operations Coordinator is someone who enjoys creating order, solving problems, and helping a busy team function smoothly. They are comfortable moving between detailed administrative tasks, family communication, scheduling switcheroos, and leadership support throughout the day.

This person should be able to anticipate needs, take initiative, and remain calm and professional when plans shift unexpectedly. They understand that behind every schedule, phone call, supply order, or administrative process is a larger goal: helping create a joyous clinic environment where clients, families, and staff can focus on meaningful work and growth.

We are looking for someone who brings professionalism, warmth, strong judgment, and a steady hand to the daily rhythm of the clinic.

Work Schedule:

• Part-time: 20 to 25 hours per week.
• Start time: 7:30-7:45 AM.
• End time: Daily end times are open to flexible discussion.

Key Responsibilities:

Scheduling & Coordination:

• Maintain recurring therapy schedules for clients.
• Respond to daily cancellations, staffing changes, and other emergent scheduling needs in a timely and organized manner.
• Communicate schedule changes clearly with families, staff, and clinical leadership.
• Assist with coordinating appointments, meetings, and other clinic activities.

Front Desk & Communication:

• Serve as a welcoming and professional first point of contact for families, visitors, and community members.
• Answer incoming phone calls and direct inquiries to the appropriate team member.
• Screen incoming emails, phone calls, and mail, responding to routine requests when appropriate and routing more complex matters to the appropriate individual.
• Maintain professional boundaries while communicating with families, staff, and outside partners.

Office Operations:

• Oversee day-to-day office and administrative processes to support an organized and efficient clinic environment.
• Monitor clinic and office inventory and order supplies as needed.
• Assist with developing and maintaining efficient administrative systems and processes.
• Provide guidance and coordination for administrative support responsibilities as the organization grows.
• Work comfortably within Google Drive, use spreadsheets and forms, and learn multi-step processes within an online practice management system.

Administrative & Clinical Support:

• Provide administrative support to clinical supervisors, including BCBAs and other clinic staff.
• Assist with staff onboarding paperwork and other administrative documentation.
• Help ensure paperwork and administrative processes are completed accurately and in a timely manner.
• Handle confidential company, employee, and client information with appropriate discretion and professionalism.

Executive & Leadership Support:

• Support senior leadership by assisting with calendar management, scheduling, and coordination of meetings and appointments.
• Serve as a liaison between executives and community partners when appropriate.
• Assist leadership with administrative projects, communication, and coordination needs.
• Use independent judgment to identify priorities, solve routine problems, and escalate concerns when necessary.

Qualifications & Requirements:

Education:

• High school diploma or equivalent is required.
• Some college preferred but not required.

Experience:

• Previous experience in the military, customer service, front desk operations, administrative support, or healthcare is preferred.
• Experience in a pediatric healthcare, behavioral health, therapy, or clinical setting is a plus.

Skills & Abilities:

• Exceptional written, verbal, and interpersonal communication skills.
• Strong organizational and time-management abilities.
• Ability to manage multiple tasks and shifting priorities in a fast-paced environment.
• High emotional intelligence and the ability to communicate professionally and compassionately with a variety of individuals.
• Strong proactive problem-solving skills and sound independent judgment.
• Ability to maintain professional boundaries and handle sensitive situations appropriately.
• Strong attention to detail and ability to follow through on tasks.
• Comfort using technology and administrative software, including Google Workspace and scheduling or healthcare management systems.
• Ability to maintain confidentiality and exercise appropriate discretion when handling sensitive company and client information.
• Understanding of HIPAA compliance and confidentiality practices is preferred.

Kindly apply using this link to our practice management system and select "Operations Coordinator" as the position for which you're applying: