Clinic Coordinator

About Us: GBE Alliance is comprised of a network of licensed professionals who specialize in autism spectrum disorders to provide telehealth and direct services for individuals with autism and their families - paving the way for a brighter future. We pride ourselves on being an all-encompassing resource, providing autism evaluations for a clinical diagnosis, ABA treatment, speech therapy, and occupational therapy. Experts in the field have formed an alliance to help families around the globe in a convenient online format or face-to-face. Join our team of passionate professionals and make a meaningful impact on the lives of those we serve. 

Job Summary: The Clinic Coordinator is responsible for managing and optimizing day to day operations within the assigned clinic. The Clinic Coordinator will support Applied Behavior Analysis (ABA), Occupational Therapy (OT), and Speech Therapy (ST) services at our clinic. This role requires excellent organizational, communication, and customer service skills to ensure daily operations run smoothly. The Clinic Coordinator will act as a primary point of contact for client families, clinicians, vendors, and other guests within the assigned location.  

Hours for this position are 9:30 A.M. - 6:00 P.M. (CST) Monday - Friday.

Responsibilities  

The Clinic Coordinator’s duties, as assigned by the Operations Director, may include:  

Administrative & Operational Support  

• Track and order clinic supplies; communicate supply needs to the OD.  
• Maintain and update RBT and client attendance spreadsheets.  
• Answer emails and phone calls within 48 hours.  
• Confirm RBT time-off requests in Central Reach and update the time-off tracker.  
• Maintain open communication with the scheduler and OD regarding staffing and scheduling.  

Compliance & Safety  

• Update the emergency preparedness plan and conduct monthly drills. 
• Ensure all staff are Safety Care trained and certifications are current.  
• File all mandatory paperwork for employees and clients, including:  
• Media release forms. 
• Authorization for pickup  
• Medical forms and releases  

New Hire Onboarding  

• Meet with new hires to ensure iPads and necessary materials are ready on their first day.  

Staff Communication & Policy Enforcement  

• Communicate any new policies or procedural changes to staff.  
• Enforce clinic policies including: 
• Dress code  
• Attendance  
• Weekly cleaning schedules 
• Upkeep of RBT rooms  

Other Duties  

• Assist with scheduling and coordination in collaboration with the Operations Director.  

• Perform other duties as assigned by the Operations Director. 

• Bachelor's Degree in Business Administration, Healthcare Management, Psychology, or a related field preferred, high school diploma, GED, or equivalent experience required.  
• Active RBT certification or willingness to obtain within 3 months of employment.
• 2 years' experience in an office management or administrative role, preferably within a healthcare, behavioral health, or therapy setting strongly preferred. 
• Knowledge of ABA principles and terminology is a plus, or the willingness to learn the basics of ABA to support staff and families effectively. 
• Ability to prioritize tasks, manage multiple projects simultaneously, and ensure smooth operations within a busy office environment. 
• Capable of interacting with families, therapists, administrative staff in a professional manner required.  
• Strong ability to handle documentation, data entry, and other administrative tasks with precision and accuracy. 
• Ability to anticipate challenges, identify solutions, and implement effective processes to address any issues that arise. 
• Proven ability to manage time efficiently and meet deadlines, balancing administrative tasks with supporting clinical staff. 
• Experience handling sensitive information in a professional and confidential manner, particularly related to patient health data and privacy regulations (HIPAA compliance). 
• Strong working knowledge of Microsoft Office Suite (Word, Excel, PowerPoint) and office management software or databases. 
• Current CPR certification preferred, or willingness to obtain. 
•  A strong sense of initiative and the ability to take ownership of tasks with minimal supervision. 

Physical Requirements:  

• Prolonged Sitting: The job involves prolonged periods of sitting at a desk or workstation while performing tasks such as computer work, data analysis, and communication.  

• Physical capabilities include walking, occasional running, standing, sitting, kneeling, stooping, crouching, crawling, twisting, reaching above head, pulling, bending, and lifting up to 50 pounds. 

• Competitive salary commensurate with experience.  
• Health, dental, and vision insurance options.  
• Company holidays and paid time off.  
• 401(k) retirement plan.  
• Ongoing professional development opportunities.  
• Supportive and collaborative work environment.  
• Meaningful work that makes a difference in the lives of individuals and families.  

GBE Alliance is an Equal Opportunity Employer and is committed to providing a workplace free from discrimination and harassment. Employment decisions are made without regard to race, color, religion, creed, sex (including pregnancy, sexual orientation, gender identity or expression), national origin, ancestry, age, disability, genetic information, marital status, veteran status, citizenship, or any other characteristic protected by applicable federal, state, or local law. 

GBE Alliance complies with all applicable laws governing nondiscrimination in employment and is dedicated to ensuring equal opportunity in recruitment, hiring, training, promotion, compensation, benefits, discipline, and termination.