Autism Center Office Administrator

BEACHMONT BEHAVIORAL HEALTH INC•San Buenaventura (Ventura), CA

2d•$21 - $23•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. Position 1 - Morning Shift: 8:00 AM – 3:00 PM, Monday–Friday Position 2 - Afternoon Shift: 2:00 PM – 6:00 PM, Monday–Friday Bilingual (Spanish) candidates are required. 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. These roles will begin as part-time positions. As the clinic grows and reaches full capacity, there is strong potential for both positions to transition into full-time opportunities. Once full time, opportunity for benefits is available.

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