ABA Clinic Administrative Coordinator

Camen Behavioral Services•Orlando, FL

8d•$47,000 - $49,000•Onsite

About The Position

Camen Behavioral Services is seeking a highly organized, proactive, and people-focused ABA Clinic Administrative Coordinator to join our leadership and administrative team. This is a development-track position with the opportunity to advance into an ABA Clinic Office Manager role as the employee develops proficiency in our systems, policies, insurance requirements, scheduling processes, and daily clinic operations. Our clinics are busy, collaborative environments serving children and families receiving Applied Behavior Analysis (ABA) services. The Administrative Coordinator plays an important role in keeping the clinic organized, welcoming, well-communicated, appropriately staffed, and running smoothly. This is not a position where every day will look exactly the same. We are looking for someone who enjoys problem-solving, communicating with people, creating organization, and taking ownership of the many details that keep a busy clinic functioning successfully.

Requirements

Exceptionally organized and detail-oriented.
Communicates clearly and frequently.
Takes initiative rather than waiting to be told what needs attention.
Notices problems and works toward solutions.
Can manage multiple priorities without losing track of follow-up.
Comfortable communicating with parents, employees, clinicians, vendors, and leadership.
Can provide direction and accountability while maintaining positive professional relationships.
Willing to be hands-on with all aspects of maintaining a successful clinic.
Takes pride in maintaining a clean, organized, and welcoming workplace.
Enjoys working in a fast-paced environment where priorities can change throughout the day.
Wants to grow into a leadership position and take increasing ownership of clinic operations.
Comfortable learning multiple technology platforms and administrative systems.

Nice To Haves

Previous experience in office administration, healthcare administration, medical offices, therapy clinics, behavioral health, education, or a related environment.
Previous experience coordinating or supervising administrative employees.
Strong written and verbal communication skills.
Excellent organization and time-management skills.
Experience with scheduling and managing multiple employees or clients is strongly preferred.
Experience with ABA, behavioral health, healthcare insurance, authorizations, or documentation compliance is a plus, but not required for the right candidate.
Experience with Google Workspace and similar business software preferred.

Responsibilities

Assist with the daily administrative operations of the ABA clinic.
Maintain an organized, clean, healthy, and professional clinic environment.
Monitor inventory and maintain appropriate levels of office, therapy, clinical, and cleaning supplies.
Coordinate ordering, stocking, and organization of supplies.
Ensure restrooms and common areas remain clean, appropriately stocked, and presentable.
Maintain vacuums, cleaning equipment, and supplies necessary for routine clinic upkeep.
Welcome and assist visitors, vendors, service providers, and families entering the clinic.
Coordinate with vendors and maintenance providers when needed.
Help maintain an inviting lobby and common areas, including seasonal and holiday decorations.
Work closely with the scheduling team to coordinate client and employee schedules.
Assist with confirming shifts and communicating schedule changes.
Help identify coverage needs, cancellations, call-outs, and other scheduling concerns.
Track employee attendance and timeliness.
Track client attendance, cancellations, late arrivals, and other scheduling concerns.
Communicate scheduling issues promptly to appropriate leadership.
Help ensure families and employees receive accurate and timely schedule information.
Serve as a friendly and professional point of contact for our families.
Respond to routine parent questions and administrative needs.
Assist families with scheduling and clinic-related concerns.
Answer incoming telephone calls and appropriately route clinical, billing, scheduling, and administrative questions.
Assist with prospective client calls and new referrals.
Support administrative portions of the intake and onboarding process.
Recognize when a concern requires clinical or leadership involvement and promptly escalate it to the appropriate team member.
Maintain frequent communication with therapists, administrative employees, and clinic leadership.
Help communicate schedule changes, meetings, administrative expectations, clinic activities, and important updates.
Assist with the daily coordination and oversight of Office Assistants.
Delegate administrative tasks as appropriate and follow up on completion.
Help reinforce established company policies, procedures, and clinic protocols.
Identify recurring operational concerns and communicate them to leadership.
Assist with routine documentation and administrative audits.
Help identify missing, late, or incomplete documentation and communicate concerns to appropriate employees and supervisors.
Learn and maintain working knowledge of ABA insurance requirements, authorization restrictions, documentation expectations, and relevant payer changes.
Maintain familiarity with company policies and procedures.
Assist with implementation of new administrative processes related to insurance, compliance, scheduling, documentation, or clinic operations.
Maintain confidentiality and follow HIPAA and company privacy requirements.
Develop staff appreciation and morale activities.
Coordinate client and employee celebrations.
Participate in spirit days, holiday activities, and seasonal events.
Generate creative ideas for staff and client engagement.
Decorate the lobby and common areas for holidays, seasons, and special events.
Help create a positive, welcoming, and team-oriented clinic culture.
Work toward independently managing responsibilities such as: Daily administrative clinic operations, Office Assistant supervision and delegation, Staff and parent communication, Scheduling coordination and shift confirmation, Attendance and timeliness monitoring, Referral and intake processes, Documentation audit processes, Insurance and authorization-related administrative requirements, Inventory and facility management, Vendor coordination, Policy and procedure implementation, Staff and client morale initiatives, Daily problem-solving and operational decision-making, Communication and coordination with the General Manager and Clinical Directors.