Practice Coordinator

Job Description

Job Description

We are looking for the organizational Superstar who keeps it all running! Are you organized, people-focused, and great at keeping all the moving pieces moving? Do you love helping others, solving problems, and bringing a little order to the chaos?
We’re looking for a Practice Coordinator who can keep our clinic running smoothly while helping our team do what they do best!

At Momentum Behavior Services , we believe great care starts with a great team. Our Practice Coordinator plays an important role in creating a welcoming environment for our learners, families, and staff while keeping daily clinic operations on track.
What You'll Do

• Keep daily clinic operations running smoothly (yes, even when the day has other plans!)
• Welcome families, learners, and team members with a friendly smile
• Coordinate schedules, appointments, and clinic logistics
• Support onboarding and help new team members feel right at home
• Assist with administrative tasks, documentation, and recordkeeping
• Communicate with clinical teams to keep everyone on the same page
• Help solve problems before they become full-blown plot twists
• Maintain an organized, safe, and welcoming clinic environment
• Jump in where needed because teamwork makes the dream work!

You Might Be Our Person If You

• Have administrative, healthcare, or clinic experience
• Are organized enough to keep multiple priorities moving
• Love helping people and making their day a little easier
• Have excellent communication and customer service skills
• Can pivot when plans change without losing your cool
• Enjoy working in a fast-paced, team-oriented environment
• Take initiative and aren't afraid to roll up your sleeves
• Bring a positive attitude and a can-do mindset 

Why You'll Love Working With Us

• A supportive team that values your contributions
• Meaningful work that makes a difference in the lives of children and families
• Opportunities to learn, grow, and build your career
• A collaborative environment where your ideas matter
• A chance to be part of a mission-driven organization
• The satisfaction of knowing you're a big part of what makes the clinic successful

Schedule and Pay
Job Type: Full-time
Schedule: Monday to Friday 8:00am - 6:00pm
Work Location : In clinic
Pay Range : $58,000.00 - $67,000.00 annually

Responsibilities Key Responsibilities:

Administrative & Operational Support

• 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.

Clinical Policy & Procedure Oversight

• 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.

Inventory & Supplies Management

• 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.

Vendor & Facility Coordination

• 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.

Staff Communication & Coordination

• 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 and
• 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.

Required Skills 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.