ABA Operations Manager

Job Description

Job Description

Willow ABA Services is currently seeking a qualified Operations Manager to help guide the clinic and administratively directly impact the lives for our families with children on the Autism spectrum. 

This is a fulfilling position where you can expand your knowledge of ABA, clinical administration, and providing managerial expertise with full-time hours.

Why join the Willow ABA team?

At Willow ABA, we want our employees to know they are secure, significant, and accepted. We understand the world of ABA can get overwhelming, especially for someone who is exposed to it for the first time. As a Willow employee, you will be supported throughout the learning process. We recognize that not all people learn the same way, so training will be individualized to ensure you understand your job prior to being expected to be independent.

• Just like we teach our clients to accept differences, we also encourage our staff to embrace theirs. Your differences are not only welcomed, but they are needed.
• We don’t want this to be just a 9-5 job for you. We want you to continue to grow, learn, and find your passion.
• We will cross-train you to capitalize on your individual skills and interests by designing new roles and interests that fit your passions.

Responsibilities:

• Scheduling Registered Behavior Technicians (RBTs) and clients on a daily basis.
• Managing a robust, dynamic schedule. This requires elevated critical thinking abilities as the schedule changes daily based on staff’s availability, caseload and client availability that can change day of.
• Providing administrative guidance and support to families during the intake & onboarding process, including providing information on the services we have available, collecting and appropriately storing necessary documents, and scheduling appointments as needed.
• Maintaining daily availability and staffing needs, projecting for new hires and overseeing employee time off requests as daily availability allows
• Managing staffing needs, including projecting turnover, recruiting needs, and coordinating orientation & trainings for new employees
• Approving timesheets weekly, cross referencing Willow’s time keeping system with Central Reach, making any corrections necessary and staying in contact with the ROM to properly adjust items as needed to run payroll. This will include the management of time off request approvals and denials.
• Ensuring staff timesheets are accurate, complete, and submitted prior to payroll deadlines.
• Managing time off requests
• Auditing billable appointments every morning promptly, staying in communication with the Director of Billing to allow for daily billing of prior days services.
• Understanding the data collection software (Central Reach), mastery of this software is paramount to the success of this position.
• Assuring the clinic is abiding by HIPAA guidelines, OSHA regulations, city, state and federal laws as applicable.
• Obtaining knowledge on all insurance companies we work with and the criteria they require for ABA providers to abide by and stay in compliance with.
• Understanding applicable insurance company policies
• Responsible for the cleanliness of the clinic (delegated and directly), organization of the clinic, regular checks on functioning stimuli for clients and requesting replacements as necessary.
• Ensures the clinic is clean, organized, and well-maintained.
• Performing requisition orders for all supplies needed for the clinic to properly function as well as maintaining inventory checks periodically to satisfy the requirements of the clinic.
• Routinely check and process mail, scanning all insurance documents to the Director of Insurance and all Accounts Payable to CFO, scanning all check to both as well as endorsing and depositing all checks as soon as received.
• Completing various forecasting spreadsheets, trackers and information routinely and as requested by the CEO, COO, ROM, or Clinical Director.
• Improving overall administrative function, efficiency and moral throughout the center. This is achieved by assisting the Clinical Director in everything he/she may need while also effectively managing other staff members throughout the clinic in a positive and encouraging manner.
• Other duties as assigned.

• Direct therapy implementation using trained ABA skills.
• Collecting & recording data during sessions, graphing client progress.
• Receiving direct supervision under a BCBA.
• Abiding by HIPAA guidelines.
• Participating in all-staff trainings.
• Demonstrating client programming for parents.
• Keep workplace sanitized and clean.

What we are seeking: (preferred unless specified)

• Education
  • Associate or bachelor's Degree Graduates
  • High School Diploma ( required )
• Experience
  • Office Management and/or relevant leadership experience ( required )
  • ABA 
  • Experience with Central Reach
• Skills and Abilities
  • Physical expectations potentially include running, squatting, and lifting ( required )
  • Motivated and enthusiastic personality
  • Strong leader and management skills
  • Creative and organized
  • Strong work ethic
  • Excellent verbal and written communications skills
  • Excellent analytical/problem solving skills
  • Strong leadership skills, thorough and detail oriented
  • Passion for helping the families we serve

Our goal is to help Children reach their fullest potential and we know that means our employees must be able reach for theirs as well. While continuing to grow, Willow ABA Services continues to take pride in offering our staff beautifully decorated and well-equipped clinics to provide all services in one convenient location! Our clinics allow our RBTs the opportunity to work flexible hours.

Full-Time Employee Benefits:

• Health, Dental & Vision Insurance
• Flexible Spending & Health Savings Accounts
• Paid Time Off 
• Parental leave after one year of employment
• 401(k) with employer matching 
• Tuition assistance with Partnered Universities (Perdue Global & Capella University)
• Ongoing training & growth opportunities

Pay Rate:

• $50,000-$60,000 per year

Job Type:

• Full-Time

Schedule:

• 8-hour day shifts
• Monday to Friday 6:30am-3:30pm

Supplemental pay types:

• Bonus pay
• Raises

Work Location:

• Clinic Setting

A background and OIG check will be required for this position. Must be a U.S. authorized employer. Unfortunately, we are not able to sponsor individuals with a work visa at this time.

Willow ABA applicants are assessed solely on their qualifications for the role, without regard to disability or need for accommodation.

need for accommodation.

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