Senior Operations Coordinator

Job Description

Job Description

Senior Operations Coordinator – Multi-Site
Manassas and Springfield, Virginia
Full-Time | In-Person | Travel Between Locations Required

Help Lead Operations Across Our Growing Clinics

Compassionate ABA & Therapeutic Services LLC is seeking a highly organized, dependable, and proactive Senior Operations Coordinator to oversee the daily nonclinical operations of our Manassas and Springfield locations.

Candidates must have previous experience working in ABA, behavioral health, pediatric therapy, or another healthcare setting. This experience is essential to understanding client services, staff coordination, compliance expectations, confidentiality, and the daily needs of a clinical practice.

The ideal candidate is accountable, solutions-focused, trustworthy, and comfortable managing multiple priorities in a fast-paced healthcare environment.

Key Responsibilities

Multi-Site Operations

• Coordinate daily operations across all CABATS locations
• Maintain consistent operational standards between clinics
• Conduct routine visits and operational checks at each location
• Monitor clinic readiness, organization, cleanliness, safety, and supply needs
• Identify operational concerns and present practical solutions to executive leadership
• Support the opening, development, and growth of new locations
• Provide regular operational updates, reports, and follow-up documentation

Staff and Administrative Support

• Serve as a primary operational resource for administrative and clinical staff
• Assist with employee onboarding, orientation, training coordination, and system access
• Monitor attendance, timekeeping, scheduling concerns, and administrative requirements
• Ensure staff follow company policies, communication procedures, and professional expectations
• Coordinate coverage needs with scheduling and clinical leadership
• Address routine staff concerns and appropriately escalate clinical, HR, or compliance matters
• Promote accountability while maintaining a respectful and supportive workplace culture

Scheduling and Client Support

• Oversee scheduling processes across locations
• Help ensure appropriate staffing and efficient use of clinic space
• Monitor cancellations, schedule gaps, staff availability, and client coverage needs
• Support communication with families regarding scheduling and nonclinical service matters
• Coordinate with intake, billing, credentialing, HR, and clinical leadership
• Assist with resolving operational barriers that may delay services

Facility and Resource Management

• Monitor therapy materials, equipment, office supplies, and facility needs
• Maintain organized systems for inventory and purchasing requests
• Coordinate approved purchases with company leadership and accounting
• Communicate with vendors, maintenance providers, and building management
• Track repairs and ensure facility concerns are resolved promptly
• Help maintain welcoming, professional, and child-friendly clinic environments

Quality and Compliance Support

• Support compliance with company policies, HIPAA, OSHA, payer requirements, and applicable regulations
• Monitor completion of required operational documentation
• Assist with preparation for audits, inspections, and internal reviews
• Maintain accurate records, trackers, checklists, and follow-up reports
• Protect confidential employee, client, and company information
• Support operational improvements without making independent clinical decisions

Required Qualifications

• Previous experience in ABA, behavioral health, pediatric therapy, or healthcare is required
• At least three years of experience in healthcare operations, clinic coordination, office administration, or a related leadership role
• Working knowledge of client confidentiality, HIPAA, scheduling, documentation, and healthcare compliance
• Strong organization, leadership, and problem-solving skills
• Ability to manage competing priorities and follow assignments through to completion
• Excellent written and verbal communication
• High level of professionalism, discretion, dependability, and accountability
• Ability to provide respectful direction and hold team members accountable
• Proficiency with Google Workspace, Microsoft Office, and electronic healthcare or business systems
• Valid driver’s license and reliable transportation for travel between locations
• Ability to pass all required background checks

Preferred Qualifications

• Direct experience working for an ABA provider
• Experience supporting ABA, Speech, or Occupational Therapy operations
• Experience managing or coordinating operations across multiple locations
• Familiarity with insurance authorizations, credentialing, billing, payroll, onboarding, and clinical scheduling
• Experience with practice-management, HR, or electronic health-record systems

The Right Candidate Will Be

• Proactive and able to address concerns before they escalate
• Consistent with communication, documentation, and follow-through
• Calm and professional when managing challenges
• Detail-oriented while understanding the overall operational picture
• Comfortable establishing structure, tracking expectations, and meeting deadlines
• Able to build trust through transparency, sound judgment, and dependable performance
• Committed to supporting employees while protecting company standards
• Willing to be visible and actively involved at each location

Why Join CABATS?

• Meaningful leadership role within a growing pediatric therapy organization
• Opportunity to strengthen operations across multiple locations
• Collaborative environment with ABA, Speech, and Occupational Therapy professionals
• Direct partnership with executive and clinical leadership
• Opportunity for continued professional growth
• Ability to make a measurable impact on employees, families, and clinic performance

About CABATS

Compassionate ABA & Therapeutic Services LLC provides coordinated ABA, Speech, and Occupational Therapy services to children and families. We are committed to creating organized, supportive, and clinically responsible environments where clients can make meaningful progress and employees can succeed.

To apply, please submit your résumé and a brief statement describing your experience in ABA or healthcare operations, employee support, and multi-site coordination.

Combining compassion and knowledge with exceptional services