Office Coordinator
- Scheduling Support
- Follow established scheduling protocols and software use to manage session cancellations and rescheduling for in center clients
- Collaborate with Clinical Directors regularly to meet prescription fulfillment
- Coordinate assessment scheduling between assessors and new clients
- BI Support and Management
- Collaborate with HR on BI-related needs (e.g., payroll, additional supports) and provide strategic input on hiring by assessing client staffing needs; participate in interviewing potential BI candidates
- Support BI onboarding and integration by coordinating welcome activities, tech setup (iPads, I-9s, badges), and addressing early concerns in collaboration with onboarding team; serve as a positive first point of contact for new staff.
- Monitor BI performance and satisfaction, providing feedback and disciplinary action for non-clinical conduct (e.g., communication, dress code, attendance, clinic policies); escalate concerns or retention risks to the Clinical Director as needed
- Oversee the BI annual review process by ensuring accurate collection and reporting of clinical and non-clinical scorecard data in alignment with organizational standards
- Provide oversight of RBT credentialing, including initial steps, actions to maintain certification, renewal processes, and ensuring compliance with 5% BCBA supervision requirements
- Client Supports
- Serve as a positive contact for in center clients and caregivers
- Collaborate with caregivers to identify opportunities for make-up sessions or extending service hours to maximize prescription fulfillment
- Center Needs
- Maintain a clean, organized, and compliant clinic environment by monitoring staff presentation, coordinating supply and custodial needs, and communicating facility-related requests (e.g., repairs, materials, furniture) to appropriate teams to ensure a safe and functional workspace.
- Oversee daily clinic operations, including opening and closing procedures; coordinate Manager on Duty coverage in collaboration with office leadership
- Monitor center space utilization and coordinate scheduling of physical therapy sessions and assessments to maximize efficiency and meet client needs
- Conduct in-center tours for prospective clients, highlighting the clinic’s physical space and clinical excellence.
- Manage front desk responsibilities including greeting staff and caregivers, answering phones, relaying messages, and ensuring proper sign-in/out procedures.
- Manage incoming mail and packages, ensuring timely distribution and handling in accordance with center protocols
- Promote center events by posting announcements and sending reminders to increase attendance and engagement.
- Minimum of a high school diploma
- Minimum of 4 years of experience in a professional office environment
- Previous experience in a front desk or administrative support role
- Strong background in customer service; experience in client-facing roles preferred
- Demonstrated ability to work independently with minimal supervision
- Proficient in Microsoft Office Suite and other relevant software, including email, internet applications, databases, and project management tools
- Exceptional organizational, time management, and multitasking skills
- Maintains a professional demeanor, positive attitude, and polished appearance
- Excellent verbal and written communication skills
- Ability to adhere to strict protocols and maintain compliance with HIPAA regulations
- Comfortable working in a fast-paced environment with daily deadlines
- Receptive to feedback and adaptable to changing priorities
- Ability to exert up to 10 pounds of force and lift/move up to 15 pounds
- Ability to sit for long periods of time (up to 3 hours at a time) during the scheduled workday
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