ABA Operations Manager

Salary Salary: $55,000 – $85,000 annually + Performance Bonus About Happy Helpers Autism Center Happy Helpers Autism Center is a growing ABA provider committed to delivering high-quality, compassionate services to children and families across Northeast Florida. We are seeking an experienced ABA Operations Manager to oversee the administrative and operational functions of the organization and support continued growth. This position is ideal for someone who understands the unique challenges of ABA operations, including staffing, scheduling, authorizations, client onboarding, insurance requirements, and employee retention. ABA industry experience is required. Candidates without direct ABA experience will not be considered. Position Summary The ABA Operations Manager serves as the operational leader of the organization and is responsible for ensuring efficient service delivery across all clients, staff, and funding sources. This role oversees scheduling, authorizations, client intake, operational reporting, staffing coordination, compliance, and process improvement initiatives while partnering closely with clinical leadership to support exceptional outcomes for children and families. The ideal candidate is highly organized, proactive, data-driven, and experienced in ABA operations. Oversee daily scheduling operations for BCBAs, RBTs, and other clinical staff. Ensure all authorized hours are appropriately staffed and scheduled. Minimize service gaps, cancellations, and staffing disruptions. Manage schedule changes, PTO requests, and staffing coverage. Track employee productivity and utilization metrics. Develop staffing plans to support company growth. Authorizations & Insurance Management Manage insurance authorization tracking and renewals. Coordinate authorization requests, extensions, and reauthorizations. Ensure scheduled services align with approved authorization hours. Collaborate with clinical teams to obtain required documentation. Resolve authorization-related issues with funding sources. Monitor authorization utilization and expiration timelines. Client Intake & Onboarding Oversee new client intake and onboarding processes. Coordinate benefit verification and funding source reviews. Manage waitlists and client placement activities. Schedule assessments and service start dates. Maintain communication with prospective families throughout onboarding. Monitor intake timelines and conversion metrics. Operational Leadership Develop and improve operational systems and workflows. Create standard operating procedures (SOPs). Identify opportunities to improve efficiency and service delivery. Lead operational projects and process improvement initiatives. Support strategic growth objectives. Staff Support & Retention Coordinate employee onboarding and orientation. Maintain staff credentialing and compliance records. Assist leadership with recruitment and hiring processes. Support employee engagement and retention initiatives. Serve as an operational resource for staff concerns. Monitor authorized, scheduled, and delivered hours. Track utilization rates for BCBAs and RBTs. Analyze cancellation trends and implement corrective actions. Assist leadership with forecasting and capacity planning. Support operational initiatives that improve revenue performance. Compliance & Quality Assurance Ensure compliance with payer requirements and company policies. Maintain HIPAA-compliant administrative processes. Monitor staff credentialing, training, and certification requirements. Assist with audits and quality assurance reviews. Ensure operational documentation standards are maintained. Data Reporting & Performance Metrics Develop and maintain operational dashboards and reports. Track key performance indicators (KPIs). Present operational data to leadership. Identify trends and recommend improvements based on data analysis. Key Performance Indicators (KPIs) Success in this role will be measured by: Schedule Fill Rate Client Retention Authorization Renewal Compliance Reduction in Service Gaps Employee Retention Onboarding Timelines Operational Efficiency Metrics Required Qualifications Minimum 3 years of experience working within an ABA organization. Minimum 2 years of ABA operations, scheduling, intake, authorizations, or practice management experience. Experience managing BCBA and RBT schedules. Experience with ABA insurance authorizations and renewals. Knowledge of ABA service delivery models. Experience supporting client onboarding and staffing processes. Strong understanding of ABA terminology and operational workflows. Experience using ABA scheduling and practice management software. Proficiency in Microsoft Office and Google Workspace. Excellent communication, organizational, and problem-solving skills. Preferred Qualifications Bachelor\'s degree in Business Administration, Healthcare Administration, Human Services, or related field. Experience supporting multi-site ABA operations. Experience managing administrative staff. Knowledge of Florida Medicaid and commercial insurance processes. Experience developing KPI dashboards and operational reports. Ideal Candidate Has worked in ABA and understands the industry\'s unique challenges. Thrives in a fast-paced environment. Is highly organized and detail-oriented. Is proactive and solutions-focused. Builds strong relationships with staff and families. Maintains professionalism during periods of rapid growth. #J-18808-Ljbffr Happy Helpers Autism Center