Clinical Administrator

Clinical Administrator

Position Overview:

This position will be 35 hours per week, Monday through Friday, 7 a.m. - 2 p.m.

Reporting to the Clinical Director, the Clinical Administrator is responsible for the daily, weekly, and monthly administrative duties at the LAC center, providing overall administrative support for the clinical team. The Clinical Administrator is responsible for ensuring the smooth intake and onboarding of new clients and staff, scheduling and coordinating training sessions for new and existing therapists and Program Managers, managing all corrective action of therapists under the supervision of the center CD, coordinating parent and staff meetings, coordinating center events, and executing any other daily tasks as they may come up.

Regular duties include therapist daily scheduling, daily staff time approval in the payroll system, PTO administration, oversight of building cleaning and maintenance, food and supplies purchasing, printing, distributing, and posting company policy documents and enforcing policies, and organizing, scanning, printing, and distributing clinical documentation.

Compensation: Salaried

Hours: 8 a.m. - 5 p.m. Monday through Friday including lunch break. May require correspondence with center staff during off hours to address unplanned events.

Responsibilities include the following, but not limited to:

• Complete the daily schedule based on input from PMs on clinical considerations such as therapist client assignments. Coordinate with CD / PM to finalize daily schedule.
• Manage staff & client call-ins and resulting overstaffing when required
• Approve timecards in Paylocity, PTO, and fix clock-in / clock-out errors
• Completing center interview wrap ups and coordination of shadows
• Ongoing staff training coordination with Trainer
• New Hire coordination:
• Substitute for RBT Training Coordinator
• Coordinate first-day tours
• Collect, scan, and administer new hire documents (e.g., I-9)
• Coordinate and schedule training with Trainer
• Center safety, including:
• Ensure entry door/front desk coverage during business hours
• Document administration
• Collect and scan clinical documents
• Manage Add/Move/Remove Child Sites on teams
• Client Communication and Coordination:
• Collect completed family packet on first day and scan to teams
• Coordinate and manage parent training schedules/reminders
• Assist with general family communication – flyers sent home, etc.
• Client graduation planning and coordination
• LAC HR policies
• Communicate and assist in implementing new HR/LAC policies.
• Manage and execute all RBT corrective action under supervision of CD
• Coordinate staff communication emails with HR/Payroll – (e.g., FMLA, workman's compensation, Paylocity needs)
• Manage LAC Emergency procedures and regular drills
• Manage building supplies, cleaning, and maintenance, including:
• Maintain cleaning checklist
• Identify minor maintenance needs and manage maintenance list
• Maintain center supplies, restocking, and ordering
• Coordinate building access needs:
• Key fobs
• Weekend training prep
• Opening/closing needs
• Event planning including Spirit Days, holiday parties
• Miscellaneous administration
• Update / maintain Outlook contacts for new families, staff, or those who have left LAC
• Collaborates with team & demonstrates maturity and professionalism in the workplace

Education and Experience

• High school graduate with relevant experience. Experience in the ABA industry with prior experience as an ABA therapist, preferred but not required.
• Bachelor's degree in health sciences, business, or general administration, a plus.