Job Title: Clinic Office Manager

Essential Speech and ABA Therapy, a leading provider in comprehensive ABA therapy, speech therapy, and occupational therapy, is opening a new privately-owned clinic in Kingswood, TX! We are committed to delivering high-quality, evidence-based interventions to children ages 18 months to 6 years old on the autism spectrum.

We are looking for a passionate, organized, enthusiastic, clinically experienced Office Manager, who is seeking full-time employment, to join our team.

This is an exciting opportunity for an office manager to learn more about starting a business in the field while working collaboratively with a team to support this process. This will be a new site, so we are looking for an enthusiastic individual is not just organized but willing to work with our team to build up a caseload and support the clinical quality of a new center. If you are ready to join a collaborative, integrated therapy team, this is the position for you!

Job Responsibilities:

-Stay up to date with employment laws and ensure ongoing company compliance

Recruit employees by posting job vacancies, analyzing the market, reviewing resumes, and marketing open positions on a variety of platforms

-Conduct preliminary interviews and schedule second interviews for qualified candidates with owners and/or appropriate therapy staff (BCBA, SLP, OT) as needed

-Maintain interview candidate files and resumes in accordance with relevant employment laws

-Extend job offers to qualified candidates and ensure full completion of all onboarding documents in accordance with company, state, and federal mandates (including employee contracts and waivers, company handbook, I-9, W-4, etc.)

-Coordinate and plan new hire orientation/training

-Complete background checks for all new hires, volunteers, and contractors

Manage, update, and present general company orientation to convey company policies and procedures

-Train, counsel, and complete disciplinary action, workplace investigations, and terminations to ensure they are in compliance with company policies/procedures and employment laws.

-Handle staffing issues, such as mediating disputes and directing disciplinary procedures

Process, oversee, and correct payroll effectively and efficiently, ensuring that raises, deductions, paid time off, reimbursements, etc. are all accurately documented

-Develop and update company policies and ensure company-wide policy awareness

-Ensure workplace health and safety compliance

-Maintain and ensure workplace confidentiality

-Complete employee performance reviews

-Maintain up to date and organized employee records as mandated by law

-Serve as a resource for employees regarding payroll, tax documentation, company policies/procedures, and all other general questions, concerns, or complaints

-Manage employee benefits and collaborate with insurance vendors to ensure proper administration

-Ensure that benefits administrative system is current with employee information

-Ensure that payroll deductions are appropriate for benefits

-Provide employees with insurance vendor contact information for questions and concerns

-Terminate insurance and send COBRA letters to terminated employees

-Collaborate with insurance vendors for open enrollment events

-Complete all state Workforce Commission documentation in a timely fashion

-Manage and ensure accuracy of employee information in company HRIS system

-Notify owners and staff of resignations and send Exit Interviews to voluntary terminated staff

Office Manager Marketing and Advertising Responsibilities:

-Post and engage on all company and other related (autism) social media platforms weekly using Franchise marketing library materials

-Communicate with insurance providers as needed to inquire about referrals

-Form and establish ongoing relationships with referral sources surrounding the clinic location

-Send out email campaigns on a monthly basis to patients, subscribers, and referral sources

-Run free and paid advertising campaigns online

-Manage website chat and social media chat during work hours

-Send out 2 newsletters each month to all clinic parents (one relating to ABA and one relating to Speech/OT) – can be sent via email or hardcopy from the Franchise marketing library materials

-Send monthly calendars to parents 2 weeks prior to the start of each new month (calendars should include a theme, monthly activities, events, books, social/circle time plans, client birthdays [using initials], early pickup days, days closed, etc.) using templates from the Franchise marketing library

-Send monthly calendars to staff 2 weeks prior to the start of each month (include parent meetings, collaboration meetings, staff trainings/meetings, office activities/events, employee birthdays and anniversaries, tour days, performance review days, staff meetings, etc.)

-Send survey to parents to get feedback on tours, evaluations, first month, and then 1-2x/year (how were things, any questions/concerns) using Franchise survey templates

-Plan, execute, and market events and activities to improve staff, client, and community engagement

-Monitor and actively engage in activities and relationships that improve company reputation and image

Office Manager Scheduling Duties and Responsibilities:

-Respond to voicemails, text messages, and emails from clients and staff regarding absences, late arrivals, and early dismissals

-Adjust daily schedule as needed and communicate updates to therapists and leadership teams

-Call parents to check status of clients that are tardy daily

-Send therapists home immediately if overstaffed (can be done by volunteer or by choice based on hours and/or seniority)

-Track staff and client attendance on a daily basis

-Check in with absent clients and therapists daily to see if they will come on the following therapy day

-Proactively make changes for next day’s schedule based on variables (confirmed absences,resignations, etc.) and notify staff and leadership of changes

-Create weekly schedules for all staff at least 3 weeks in advance

-Publish weekly schedule for all ABA staff across all clinics by Wednesday at noon of the preceding week

-Fix missed time punches

-Check PTO requests and accept/deny requests based on clinic needs

General Office Tasks:

-Clean, organize and disinfect commonly used areas and items

-Take inventory of therapy materials, order office, therapy, and cleaning supplies as needed

-Manage inbox/email and phone/text correspondence

Benefits:

• Medical/ Dental/ Vision

• Paid Time Off (Accrual)

• Paid Holidays

Salary: Starting at $40,000

Why should you join the Essential Speech and ABA Therapy Team?

• We are a small, locally owned, franchise company! Our owner is actively involved and we take pride in getting to know each of our clinicians on a personal level. Because we are a franchise all of our company policies and procedures are established and we have a strong team behind us to support us.

• Opportunity to work with an interdisciplinary team

• Company activities offered to socialize with providers, network, and have fun!

Join Our Team: If you are passionate about making a positive impact in the lives of children with Autism, we invite you to join our team at Essential Speech and ABA Therapy. Together, we can make a difference.

Equal Opportunity Employer: Essential Speech and ABA Therapy is an equal opportunity employer committed to diversity, equity, and inclusion in the workplace. We welcome and encourage applications from individuals of all backgrounds and abilities.

Job Type: Full-time

Schedule: Monday to Friday no weekends

Work Location: In person

Job Type: Full-time

Pay: From $40,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Kingwood, TX 77339: Relocate before starting work (Required)

Work Location: In person