Practice Coordinator

Practice Coordinator

Momentum Behavior Services provides high-quality, evidence-based services to children, adolescents, and young adults with Autism Spectrum Disorder (ASD). We are looking for a skilled Practice Coordinator to join our team.

The Practice Coordinator is a key, on-site administrative role within our Applied Behavior Analysis (ABA) clinic, responsible for ensuring efficient daily operations, supporting clinical integrity, and maintaining a welcoming and professional environment for clients, caregivers, and staff. This position provides essential administrative and operational support, ensures clinical policies and procedures are consistently followed and enforced, and provides on-site support to the team to uphold high standards of care and professionalism.

The ideal candidate is proactive, highly organized, detail-oriented, and capable of multitasking in a fast-paced, client-focused environment.

Schedule and Pay Job Type: Full-time Pay: $28.00-$30.00 per hour Schedule: Monday to Friday 7:00am - 4:00pm (Byron) 8:00am-5:00pm (Rochester) Work Location: In clinic

Key Responsibilities

• Oversee and support the daily front office and administrative functions of the clinic.
• Opening the center on a daily basis to ensure scheduling and opening duties are completed prior to learners and RBTs arriving.
• Serve as the first point of contact for learners, caregivers, and staff; ensure a welcoming, professional environment, including managing and directing phone calls throughout the day.
• Day to day scheduling for the center through our EHR platform and coordinating cross-center support when needed.
• Back-end operational support, including managing timecards and time off requests, tracking attendance and scheduling patterns, and completing audits to ensure accurate documentation and time keep reporting.
• Back-up support to therapists for non-clinical related items such as; policy clarification, supporting a clean/spill, gathering supplies if therapists are unable to do so or watching a client if appropriate while staff takes a break (i.e., bathroom breaks).
• Maintain up-to-date documentation and records relevant to operations, vendors, and staff.

• Ensure clinic operations align with internal policies, licensing regulations, and best practices in ABA service delivery.
• Support clinical leadership by monitoring adherence to clinical policies and procedures.
• Enforcement and follow through with company policies and procedures and may assist in the progressive discipline process under the direction of the CD.
• Assist in identifying and addressing compliance issues, and report concerns to the appropriate leadership.

• Manage inventory of office and clinical supplies; track usage and submit timely purchase requests.
• Supply ordering and stocking—ensure proper inventory is tracked and purchased to maintain appropriate stock at all times.
• Oversee organization and cleanliness of clinic spaces, including therapy rooms, common areas, and staff workstations.
• Support the center with daily cleaning tasks and maintaining a welcoming environment.

• Act as the primary liaison with external and internal vendors including building maintenance, janitorial services, and supply providers.
• Coordinate repairs, installations, and facility needs to ensure a safe and efficient work environment.

• Coordinate onboarding logistics for new hires, including preparation of materials and first-day orientation.
• Orientation and Training Support—coordinate and facilitate BT/RBT onboarding orientation and schedule training into CentralReach and facilitate training on platforms including.
• Maintain clear, consistent internal communication with staff through weekly updates, reminders, and schedules.
• Send ongoing staff communications such as policy updates, scheduling reminders, birthdays, and team recognition.
• Support marketing efforts, which includes capturing photos/reels and utilizing our company platforms to recognize staff.
• Drive positive center culture and support staff retention efforts.

Qualifications:

• Associate's or Bachelor's degree in Business Administration, Healthcare Administration, or related field preferred.
• Prior experience in healthcare, behavioral health, or ABA strongly preferred.
• Demonstrated ability to manage administrative tasks and support staff in a clinical environment.
• Strong interpersonal, organizational, and multitasking skills.
• Proficiency in Microsoft Office, Google Workspace, and scheduling platforms.

At Momentum Behavior Services, we celebrate diversity and are committed to creating an inclusive environment for all team members. We are proud to be an Equal Opportunity Employer.