Clinic Operations and Administrative Coordinator

Position Summary:

The Clinic Operations & Administrative Coordinator oversees the day-to-day administrative functions including staff scheduling, staff onboarding, initial client communication, and clinic support functions. This role serves as a central liaison between clinical and administrative leadership and providers to ensure smooth operations, and an organized clinic environment within a pediatric therapy setting.

Essential Duties & Responsibilities:

• Manage administrative emails, phone calls, voicemails, and incoming mail
• Create, maintain, and adjust client and staff schedules in CentralReach
• Monitor cancellations, attendance, PTO, sick time, and coverage needs
• Communicate scheduling changes to clinical team
• Conduct conversion, mileage, and session note audits
• Monitor provider documentation, clearances, and compliance requirements
• Track RBT certification status, renewals, competencies, and incentives
• Support recruiting, interviewing, onboarding, and offboarding processes
• Guide new families through the intake process, including initial communication and paperwork.
• Coordinate onboarding trainings, shadowing schedules, and system access
• Conduct exit interviews and complete termination checklists
• Support mentorship, onboarding cohorts, and internship programs
• Ensure clinic presence, opening/closing duties
• Upload incident reports within required timelines when applicable
• Provide basic technical support and manage clinic devices
• Maintain confidentiality and HIPAA compliance
• Collaborate with leadership, the intake team, HR, and external partners
• Support special projects and additional duties as assigned
  
  
  

Required Qualifications:

• High school diploma required; Bachelor’s degree preferred
• Minimum 1 year experience in administrative, healthcare, or clinic-based role
• Strong organizational and multitasking skills
• Excellent written and verbal communication skills
• Ability to manage confidential records
• Proficiency in Microsoft Office and scheduling systems (CentralReach preferred)
  
  
  

Preferred Qualifications:

• Experience in ABA, behavioral health, or special education
• Experience supporting onboarding or training programs
  
  
  

Key Competencies:

• Attention to detail
• Professional judgment
• Flexibility
• Strong collaboration skills
• Problem-solving ability
• Customer-service orientation
  
  
  

Benefits & Incentives:

• PTO
• Medical, Dental, Vision, and Voluntary Insurance
• Parental Leave
• 401(k) eligibility
• Paid Holidays
• Holiday Pay
• Technology stipend or equipment support
  
  
  

Job Type: Full-time

Work Location: In person