Autism Center Office Administrator

Benefits:

Team Atmosphere

Sick Pay

401(k)

Paid time off

Beachmont Behavioral Health is currently hiring for two part-time Office Administrator positions, with the opportunity for both roles to expand into full-time as the center reaches capacity. We are opening a new center providing applied behavior analysis (ABA) services to children with autism ages 2-7 years old at the Ventura Harbor in Ventura, CA:

Position 1 - Morning Shift: 8:00 AM – 3:00 PM, Monday–Friday

Position 2 - Afternoon Shift: 2:00 PM – 6:00 PM, Monday–Friday

Bilingual (Spanish) candidates are required.

Position Overview

In this role, you will report to the Assistant Clinical Director and Clinical Director and work collaboratively with another Office Administrator to support daily center operations. This position plays a critical role in maintaining efficient clinical scheduling, coordinating communication with clients and staff, and ensuring accurate administrative processes across systems.

Key Responsibilities

Maintain timely, professional communication with clients and staff via phone, email, and secure messaging

Schedule and manage clinical appointments across service types

Update clinician availability, client information, and scheduling details within the practice management system (ReThink Behavioral Health)

Enter, track, and manage funding authorizations for services

Support client onboarding, orientations, and navigation of services

Assist with client discharges and ensure accurate documentation

Support intake and referral processes, including responding to new client inquiries

Maintain up-to-date clinician schedules and availability

Assist with staff onboarding processes, including document collection and onboarding tracking

Assist with client onboarding processes, including document collection and onboarding tracking

Support staff scheduling, assignments, and ongoing schedule adjustments

Assist with payroll data entry and submission

Support clinician credentialing and recredentialing by tracking submissions and gathering required documentation

Manage incoming and outgoing clinic communications, including phone, mail, fax, and electronic correspondence

Provide general administrative support and assist with additional duties as assigned

Manage client appointment sign in/sign out

Additional Notes

These roles will begin as part-time positions. As the clinic grows and reaches full capacity, there is strong potential for both positions to transition into full-time opportunities. Once full time, opportunity for benefits is available.

Required Skills & Qualifications

Bilingual communication (English/Spanish) with the ability to communicate clearly, professionally, and compassionately with families and staff

Strong organizational and time management skills, with the ability to manage multiple tasks, fill in the gap, shifting priorities, and deadlines in a fast-paced environment

Attention to detail for accurate data entry, scheduling, and authorization tracking

Professional communication skills (phone, email, and written), including handling sensitive or confidential information appropriately

Experience with scheduling or coordination, preferably in a healthcare, behavioral health, or clinic setting

Proficiency with computer systems and administrative software, including electronic health records or practice management systems (experience with ReThink is a plus), MS365, PDF, Outlook, SharePoint, and MS Teams

Problem-solving skills with the ability to anticipate needs, troubleshoot scheduling conflicts, and follow through independently

Team collaboration skills, with the ability to work closely with clinical leadership and administrative staff

Ability to manage high-volume communication while maintaining professionalism and responsiveness

Preferred (but not required)

Experience in ABA, behavioral health, or medical office settings

Familiarity with insurance and regional center authorizations and credentialing processes

Experience supporting staff onboarding, scheduling, or payroll processes