Autism Center Office Administrator

Beachmont Behavioral Health • Ventura, CA

21h • Onsite

About The Position

Beachmont Behavioral Health is currently hiring for two part-time Office Administrator positions, with the opportunity for both roles to expand into full-time as the center reaches capacity. We are opening a new center providing applied behavior analysis (ABA) services to children with autism ages 2-7 years old at the Ventura Harbor in Ventura, CA. In this role, you will report to the Assistant Clinical Director and Clinical Director and work collaboratively with another Office Administrator to support daily center operations. This position plays a critical role in maintaining efficient clinical scheduling, coordinating communication with clients and staff, and ensuring accurate administrative processes across systems.

Requirements

• Bilingual communication (English/Spanish) with the ability to communicate clearly, professionally, and compassionately with families and staff
• Strong organizational and time management skills, with the ability to manage multiple tasks, fill in the gap, shifting priorities, and deadlines in a fast-paced environment
• Attention to detail for accurate data entry, scheduling, and authorization tracking
• Professional communication skills (phone, email, and written), including handling sensitive or confidential information appropriately
• Experience with scheduling or coordination, preferably in a healthcare, behavioral health, or clinic setting
• Proficiency with computer systems and administrative software, including electronic health records or practice management systems (experience with ReThink is a plus), MS365, PDF, Outlook, SharePoint, and MS Teams
• Problem-solving skills with the ability to anticipate needs, troubleshoot scheduling conflicts, and follow through independently
• Team collaboration skills, with the ability to work closely with clinical leadership and administrative staff
• Ability to manage high-volume communication while maintaining professionalism and responsiveness

Nice To Haves

• Experience in ABA, behavioral health, or medical office settings
• Familiarity with insurance and regional center authorizations and credentialing processes
• Experience supporting staff onboarding, scheduling, or payroll processes

Responsibilities

• Maintain timely, professional communication with clients and staff via phone, email, and secure messaging
• Schedule and manage clinical appointments across service types
• Update clinician availability, client information, and scheduling details within the practice management system (ReThink Behavioral Health)
• Enter, track, and manage funding authorizations for services
• Support client onboarding, orientations, and navigation of services
• Assist with client discharges and ensure accurate documentation
• Support intake and referral processes, including responding to new client inquiries
• Maintain up-to-date clinician schedules and availability
• Assist with staff onboarding processes, including document collection and onboarding tracking
• Assist with client onboarding processes, including document collection and onboarding tracking
• Support staff scheduling, assignments, and ongoing schedule adjustments
• Assist with payroll data entry and submission
• Support clinician credentialing and recredentialing by tracking submissions and gathering required documentation
• Manage incoming and outgoing clinic communications, including phone, mail, fax, and electronic correspondence
• Provide general administrative support and assist with additional duties as assigned
• Manage client appointment sign in/sign out

Benefits

• Team Atmosphere
• Sick Pay
• 401(k)
• Paid time off

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: No Education Listed