What are the responsibilities and job description for the Office Administrator/Scheduler position at Wellspring Learning Centers?
Be a part of our founding team of professionals and help us take ABA learning to the next level in Nashville. At Wellspring you'll help launch a new, state-of-the-art 4,400 square foot facility that has been designed to provide an engaging and interactive environment with only the best equipment and accommodations for clients and staff. We seek to be among the most respected leaders in ABA therapy. We are dedicated to creating an enjoyable environment of professionalism, teamwork, and mutual respect. This is an opportunity to make a difference at a new company and grow your career as we add new centers over the next five years.
The Office Administrator assists with day-to-day operations at one of Wellspring's centers. Core responsibilities include but are not limited to facility and supplies management, scheduling, efficient space and personnel utilization, customer service and satisfaction, and assisting with staff onboarding and training. This position plays a key role in maintaining a positive culture within the clinic.
The Office Administrator works closely with the center's Clinical Director to ensure clinical and center operations are streamlined and consistent with our model. Because we are a new company, this position should be comfortable opening a new center. The office administrator reports to the Clinic Director.
Job Duties
The Office Administrator assists with day-to-day operations at one of Wellspring's centers. Core responsibilities include but are not limited to facility and supplies management, scheduling, efficient space and personnel utilization, customer service and satisfaction, and assisting with staff onboarding and training. This position plays a key role in maintaining a positive culture within the clinic.
The Office Administrator works closely with the center's Clinical Director to ensure clinical and center operations are streamlined and consistent with our model. Because we are a new company, this position should be comfortable opening a new center. The office administrator reports to the Clinic Director.
Job Duties
- Adheres to the clinic budget; monitors and manages clinic expenditures and completes expense reports.
- Maintains and tracks clinic supplies, manages inventory, and completes purchase orders and supply requests within budget.
- In collaboration with and under the direction of the Clinical Director, monitors key performance indicators (KPIs) and prepares weekly reporting dashboards.
- Provides input regarding potential root causes and solutions for variance in unit-level KPI data.
- Oversees and manages all scheduling to include initial and ongoing therapy schedules, Saturday schedules, daily callouts, coverage requests, and any other scheduling needs to ensure that every clinical care team has adequate hours and clients' authorized hours are fulfilled.
- Communicates with caregivers and staff regarding late or early arrivals and pickups.
- Oversees all audits such as timesheet audits, time rendering audits, label audits, and payroll management audits. Implements procedures related to deficient audits (i.e., missed punches and unrendered time)
- Manages the facility. Ensures the facility is clean and in good condition, all materials/supplies are stocked and organized, and all toys and materials are in good working order.
- Maintains workplace safety procedures for the center, including annual safety training and monthly fire extinguisher checks, and oversees management and training of the Clinic's emergency response processes.
- Provides clinic tours to external stakeholders and guests as needed.
- Minimum 2 years of administrative experience in a medical setting, direct ABA experience preferred
- Preferably bilingual (English and Spanish)
- Availability to do morning schedule between 7-8am, opening the clinic no later than 7:30am
- Experience using medical practice management software, Central Reach experience highly preferred, and proficient with Microsoft Office applications
- Resilient, motivated, and highly organized with effective time/project management skills; able to self-direct time, prioritize workload, and meet deadlines
- Ability to work in a team environment and to collaborate with a variety of internal and external contacts in a positive manner
- Excellent interpersonal and communication skills, both verbal and written, with the ability to resolve conflicts and hold others accountable
- Understanding of the ABA industry; with a desire to gain knowledge of emerging trends and industry practices
- Ability and desire to effectively network and market services
- Excellent at working with people. High integrity, leads by example, proactive about solving problems
- Willing to work as part of cohesive leadership team with complementary responsibilities
- Excellent written and oral communication skills, comfortable with MS Office
- Passion to elevate the early intervention ABA offering in the greater Nashville area
- In-depth training in a supportive and familiar work environment as you grow your career
- Competitive compensation package, along with a bonus program and professional stipend
- Health, dental and vision benefits, as well as a 401(k)
- Personalized direct clinical and administrative support
- State-of-the-art industry technology and software to maximize client outcomes
- Opportunities to collaborate with other professionals in our clinics