ABA Operations Manager

Coyne and Associates

About The Position

Love solving problems, improving processes, and making things run better? Let’s talk! Are you the person who naturally spots what could work better and then figures out how to make it happen? Do you thrive on bringing people, processes, and data together to keep things running smoothly? We’re looking for an Operations Manager to help drive efficient, consistent, and high-quality operations across our organization. In this role, you’ll be at the center of the action, partnering with clinical, scheduling, intake, billing, HR, and leadership teams to identify roadblocks, improve workflows, strengthen accountability, and create processes that can scale as we grow. If you’re a strategic problem-solver who loves turning “there has to be a better way” into “we figured it out,” we’d love to meet you!

Requirements

Bachelor’s degree in Business Administration, Healthcare Administration, Operations Management, or a related field preferred.
At least 3 years of experience in operations, healthcare or behavioral health administration, business administration, project management, or a related field preferred.
Experience supervising or managing employees preferred.
Experience managing workflows, processes, performance metrics, or cross-functional operational initiatives.
Experience with scheduling, workforce management, billing, or service delivery processes preferred.
Strong proficiency with Google Workspace, including Google Sheets, and/or Microsoft Office, including Excel.
Strong analytical and problem-solving skills with the ability to interpret data and identify trends.
Excellent organization and attention to detail, with the ability to manage multiple priorities, projects, and deadlines.
Strong written and verbal communication skills.
Ability to build effective working relationships across departments and organizational levels.
Sound judgment, discretion, and the ability to appropriately escalate issues.
A solutions-oriented mindset with the ability to identify problems, develop solutions, and follow through.
Comfort working in a fast-paced, evolving environment.

Responsibilities

Oversee day-to-day operational workflows and ensure processes are efficient, consistent, and aligned with organizational standards.
Identify bottlenecks, recurring issues, and operational gaps, then develop practical solutions.
Establish clear ownership and accountability across operational processes.
Partner with leadership to develop, document, and maintain standard operating procedures.
Monitor key operational tasks, deadlines, and expectations to keep things moving.
Monitor staff availability, capacity, utilization, and scheduling.
Evaluate staffing capacity against client needs, authorized hours, and projected demand.
Partner with scheduling and clinical leadership to address staffing gaps, coverage concerns, and scheduling barriers.
Identify trends impacting utilization, service delivery, and client access.
Support workforce allocation and capacity planning to maximize service delivery.
Oversee operational processes that support accurate and timely billing and revenue cycle activities.
Monitor timesheet completion, accuracy, and compliance.
Identify discrepancies between scheduled, authorized, and delivered services.
Partner with billing and clinical teams to resolve issues impacting billing readiness and revenue collection.
Identify opportunities to reduce billing delays, documentation gaps, missed services, and revenue leakage.
Own and maintain operational KPIs and performance metrics.
Develop and maintain dashboards and reporting tools related to staffing, scheduling, service delivery, intake, billing, and operational efficiency.
Prepare recurring operational reports for leadership.
Analyze data to identify trends, risks, opportunities, and areas that need attention.
Turn your findings into actionable recommendations and communicate them to key stakeholders.
Evaluate systems, processes, and workflows to identify opportunities for greater efficiency and scalability.
Lead or support cross-functional process improvement initiatives.
Find ways to reduce manual work, administrative burden, duplication, and unnecessary delays.
Help optimize scheduling, documentation, communication, and reporting systems.
Develop standardized processes that can grow with the organization.
Monitor operational aspects of the client journey from intake through onboarding and ongoing service delivery.
Identify barriers that may affect client access, scheduling, communication, or continuity of care.
Partner with clinical, intake, scheduling, and administrative teams to resolve client-impacting concerns.
Help create a consistent, seamless experience for clients and families.
Provide operational leadership, direction, and support to assigned teams.
Establish clear expectations, priorities, and accountability.
Coach and provide feedback to direct reports, as applicable.
Serve as a key point of contact for operational escalations and cross-functional problem-solving.
Build strong partnerships across departments and help remove operational barriers for clinical and supervisory teams.
Partner with leadership to ensure operational priorities support organizational goals.
Serve as a thought partner to leadership on operational strategy, resource allocation, and organizational efficiency.
Participate in planning and initiatives that support organizational growth.
Assess the operational impact of organizational changes, new programs, staffing models, and service delivery initiatives.
Lead cross-functional operational projects from planning through implementation.
Stay informed about industry practices, regulatory requirements, and operational trends relevant to behavioral health.