Clinic Operations Manager - Hayward

ACES•Hayward, CA

1d•$70,304 - $73,000•Onsite

About The Position

The Clinic Operations Manager at ACES supports clinic operations by providing administrative support to clinical staff and helping elevate standards in autism treatment. The position focuses on strategic scheduling, staff coordination, client engagement, prescription fulfillment, and efficient delivery of services. Working under the Clinical Director, the manager supports Behavior Interventionist (BI) onboarding, performance, satisfaction, and retention in collaboration with HR, the onboarding team, and clinical leadership. The role also oversees front desk responsibilities, facility needs, clinic procedures, and center events to support a positive client experience and a safe, functional work environment. The listed responsibilities are illustrative rather than exhaustive and may be changed by ACES.

Requirements

Minimum of a high school diploma.
At least 4 years of experience in a professional office environment.
Previous experience in a front desk or administrative support role.
Strong customer service background.
Ability to work independently with minimal supervision.
Proficiency in Microsoft Office Suite and relevant software, including email, internet applications, databases, and project management tools.
Exceptional organizational, time-management, and multitasking skills.
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.
Comfort working in a fast-paced environment with daily deadlines.
Receptiveness to feedback and adaptability to changing priorities.
Ability to exert up to 10 pounds of force and lift or move up to 15 pounds.
Ability to sit for extended periods, up to 3 hours at a time, during the scheduled workday.

Nice To Haves

Experience in client-facing roles.

Responsibilities

Follow established scheduling protocols and use scheduling software to manage cancellations and rescheduling for in-center clients.
Work regularly with Clinical Directors to support prescription fulfillment.
Coordinate assessment scheduling between assessors and new clients.
Collaborate with HR on BI-related needs, provide strategic input on hiring based on client staffing needs, and participate in interviewing BI candidates.
Coordinate BI onboarding and integration, including welcome activities, technology setup, I-9s, and badges, and address early concerns with the onboarding team.
Monitor BI performance and satisfaction; provide feedback and take disciplinary action regarding non-clinical conduct, escalating 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.
Oversee RBT credentialing, including initial steps, certification maintenance, renewals, and compliance with 5% BCBA supervision requirements.
Serve as a positive point of contact for in-center clients and caregivers.
Work with caregivers to identify make-up sessions or extended service hours to maximize prescription fulfillment.
Maintain a clean, organized, and compliant clinic by monitoring staff presentation, coordinating supplies and custodial needs, and communicating facility requests to appropriate teams.
Oversee daily clinic operations, including opening and closing procedures, and coordinate Manager on Duty coverage with office leadership.
Monitor center space utilization and coordinate physical therapy session and assessment scheduling.
Conduct tours for prospective clients, highlighting the clinic's physical space and clinical excellence.
Manage front desk duties, including greeting staff and caregivers, answering phones, relaying messages, and ensuring proper sign-in and sign-out procedures.
Manage incoming mail and packages and distribute and handle them in accordance with center protocols.
Promote center events by posting announcements and sending reminders.