ABA Clinic Administrator- San Jose, CA

Who are we?

Proficio Therapy Services is a mission-driven therapy organization dedicated to improving the lives of children and families. We provide high-quality ABA Therapy, Speech Therapy, and Occupational Therapy through our family of licensed clinical entities:

AGES Learning Solutions LLC – ABA Therapy
Proficio Speech Therapy Group Inc – Speech Therapy
Child’s Play Therapy Services PC – Occupational Therapy

Today, we operate 11 clinics across the United States, supported by more than 250 clinicians. We are actively expanding into additional cities throughout California and Utah, with international growth underway in India and the Middle East.

Our teams are backed by strong clinical leadership, reliable operational systems, and a culture built on respect, inclusion, and collaboration. Whether you’re starting your career or stepping into leadership, you’ll find opportunities to grow, contribute, and make a meaningful impact every day.

At Proficio, your work truly matters, and so does your growth. Join us as we continue building a unified, global therapy organization dedicated to empowering children and families.

JOB RESPONSIBILITIES

Family Concierge:

• Responsible for scheduling and conducting facility tours for families and potential employees interested in our ABA services.
• Act as the primary point of contact for new and existing families; manage intake paperwork, review company policies, and welcome families to the clinic.
• Manage Co-payment collections in the clinic.

Scheduling Logistics:

• Coordinate complex schedules for Registered Behavior Technicians (RBTs) to ensure consistent care.
• Manage changes in scheduling (e.g., cancellations, holidays, etc.) and coordinate substitute sessions.

Clinic Operations:

• Maintain office supplies within established budget, manage facility vendors, and ensure the clinic environment is clean, safe, and welcoming.
• On an as-needed basis, provide any support required by the ABA clinical team to produce therapy materials and anything else required to ensure the highest level of therapeutic services are rendered to our clients.
• Any other duties as assigned by the supervisor (e.g., covering breaks)

Employee Support:

• Work closely with HR to ensure a top-notch new employee experience by welcoming the new hire, completing required documents (I-9), ensuring new employees receive the Proficio onboarding kit, conduct clinic tours, provide introduction to key clinic team members.
• Employee Separation process - assist HR with the employee separation process by collecting all tangible and intangible assets prior to employee’s departure.
• Maintaining emergency protocols at assigned clinics including emergency binders, up to date Client rosters. Conduct quarterly review and training of emergency protocols & fire drills with the clinic teams.
• Provide BT (Behavior Technician) support as needed.

QUALIFICATIONS

• High School diploma or equivalent
• Strong communication skills (written and verbal), organizational skills, time management, and computer proficiency.
• Prior administrative experience or customer service.
• Strong interpersonal skills needed to interact with colleagues, clients, and the public
• Ability to work flexible hours, including evenings.
• Ability to lift up to 25 Ibs.
• Fingerprinting and background checks required.
• TB clearance required.
• Valid driver’s license and insurance required.

KNOWLEDGE, SKILLS & ABILITIES

• Bilingual (Spanish) preferred
• Strong leadership, analytical, organizational, communication (written and oral), and
• interpersonal skills.
• Soft Skills: High emotional intelligence and the ability to remain calm in a fast-paced, high-energy environment.
• Proficiency in Google Workspace; experience with Practice Management software is preferred.

COMPENSATION & BENEFITS

• Competitive pay up to $25/hour
• Comprehensive benefits package including medical, dental, vision, life, and long-term disability insurance
• Generous Paid Time Off, plus company-observed holidays
• Monthly cell phone allowance
• 401(k) retirement plan options
• Annual performance reviews with opportunities for advancement

Equal Employment Opportunity

Proficio Therapy Services is an Equal Opportunity/Affirmative Action employer committed to building a team that represents the racial, ethnic and linguistic needs of our clients. This position description intends to describe the general nature and level of work being performed. It is not intended to include all duties and responsibilities. Because of a need to remain responsive to the needs of our clients and operational needs, job description and responsibilities may be modified at any time.