ABA Operations Associate

Mindcolor Autism • Waukesha, WI

3d • $50,000 - $60,000 • Onsite

About The Position

At Mindcolor, Operations Associates are essential to the daily operations of ABA centers and serve as the first point of contact for clients, team members, and vendors. With support from the Center Director, they coordinate staff and client schedules; support center operations, onboarding, and technology troubleshooting; promote effective communication and a welcoming environment; assist with time-sheet monitoring, incident reports, crisis management, and safety preparedness; coordinate facility maintenance; and contribute to team engagement and community outreach. They also complete other duties and projects assigned by leadership.

The role is Monday through Friday, 8:00 AM–4:00 PM, with flexibility as needed. It is 100% center-based at the designated location. Business needs may require availability and responses outside general operating hours.

Requirements

• Bachelor’s degree or equivalent relevant experience in ABA and/or an administrative role in a healthcare environment.
• Experience with EMR, HCM, and scheduling software.
• Proficiency in Microsoft Office, Google Workspace, and/or Rethink BH.
• Demonstrated excellence in communication across written, verbal, email, and other formats.

Nice To Haves

• ABA scheduling or RBT experience is preferred but not required.

Responsibilities

• Create and maintain ongoing staff and client schedules, adjusting them in relevant systems to account for regulation and session coverage.
• Balance team members’ PTO requests, availability, skills, and competencies with learner and caregiver needs and availability.
• Follow federal, state, and local laws and company policies concerning meal and rest breaks.
• Assign and communicate opening and closing tasks to team members and provide support as needed.
• Coordinate with the Center Director and BCBAs to maintain and monitor administrative tasks for team members.
• Manage center supply inventory and support the Center Director in monitoring the monthly budget.
• Assist the IT department with troubleshooting and monitoring company technology.
• Monitor RBT session note completion and send reminders as needed or directed.
• Support the new-hire onboarding process and communicate with new hires before their first day and throughout orientation and training.
• Foster a welcoming, professional environment through effective interactions with caregivers, team members, providers, and vendors.
• Communicate promptly with team members, caregivers, providers, and vendors, including responding to team chats, communicating schedule changes, and answering center phone calls and messages.
• Meet with the Center Director at least once per week to ensure proper resource utilization and task prioritization.
• Monitor and audit team-member time sheets in Paylocity.
• Support incident report completion as needed and assist team members and learners with crisis management, if applicable.
• Coordinate with the Center Director to ensure compliance with emergency response preparedness procedures.
• Oversee facility maintenance and other supports with third-party vendors as needed or designated.
• Assist the Center Director with outreach, including delivering marketing materials to providers and community partners, and with volunteer events.
• Collaborate with the team to develop and implement engagement activities such as spirit days, outings, and birthday and anniversary celebrations.
• Coordinate with the marketing team to develop social media content for local center updates.

Benefits

• Medical, dental, vision, and life insurance.
• Health and wellness reimbursement of $300 annually.
• 15 PTO days annually, accrued per pay period, with increases based on tenure.
• Four paid self-care days annually, prorated.
• Seven paid company holidays per year.
• 401(k) enrollment after 90 days of employment, with employer matching.
• Paid parental leave of up to four weeks after six months of employment with the company.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level