Operations Associate

Mindcolor Autism•Appleton, WI

4d•$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 manage staff and client schedules, coordinate day-to-day center operations, support communications and onboarding, help maintain a safe and welcoming facility, and contribute to team and community engagement. They also complete other duties and projects assigned by leadership. The position is 100% center-based at the designated location. The stated schedule is Monday through Friday, 8:00 AM to 4:00 PM, with flexibility as needed. Business needs may require availability and responsiveness 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 schedules for staff and clients.
Adjust schedules in relevant systems to account for team member and client regulation and session coverage.
Balance team member scheduling needs, including PTO requests, availability, skill levels, 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 and maintain center supplies inventory and support the Center Director in monitoring the monthly budget.
Assist the IT department with troubleshooting and monitoring Mindcolor 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 and professional environment through interactions with caregivers, team members, providers, and vendors.
Communicate promptly with team members at all levels, caregivers, providers, and vendors, including responding to team chats, communicating schedule changes, and answering center phone messages and calls.
Meet with the Center Director at least once per week to ensure proper resource utilization and task prioritization.
Monitor and audit team member timesheets in Paylocity.
Support completion of incident reports as needed.
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, such as delivering marketing materials to providers and community partners, and with volunteer events.
Collaborate with the team to develop and implement team engagement activities, including spirit weeks or days, outings, and birthday and anniversary celebrations.
Coordinate with the marketing team to develop social media content for local center updates.