Operations Manager

Transformative ABA•Corpus Christi, TX

9d•Onsite

About The Position

The Operations Manager is responsible for overseeing the daily administrative and operational functions of the ABA company. This role ensures that the business runs efficiently, staff are supported, client services are coordinated, and company systems are followed consistently. The Operations Manager works closely with leadership, clinical staff, scheduling, billing, HR, intake, and administrative team members to support smooth service delivery, compliance, communication, and overall company growth. This position is ideal for someone who is highly organized, dependable, direct, demonstrates high emotional intelligence, is solution-focused, and comfortable managing multiple moving parts in a fast-paced ABA environment.

Requirements

High school diploma or equivalent required.
Strong organizational and time-management skills.
Strong written and verbal communication skills.
Ability to manage multiple priorities in a fast-paced environment.
Ability to maintain confidentiality and professionalism.
Experience supervising or supporting staff.
Comfortable using electronic systems, spreadsheets, scheduling platforms, and documentation tools.
Ability to problem-solve independently while knowing when to escalate concerns.
Ability to maintain neutral behavior in emotional situations

Nice To Haves

Previous experience in operations, office management, healthcare administration, ABA administration, or a related leadership role.
Knowledge of ABA service delivery, RBT/BCBA roles, authorizations, billing, credentialing, and payer requirements.
Experience with Medicaid, commercial insurance, prior authorizations, or claims support.
Experience managing administrative staff or multi-department workflows.

Responsibilities

Oversee daily business operations and ensure company procedures are followed.
Support smooth service delivery.
Monitor operational workflows and identify areas for improvement.
Help ensure departments are communicating effectively and completing assigned tasks.
Assist leadership with implementing company policies, procedures, and systems.
Address operational concerns quickly and professionally.
Oversee scheduling processes to help ensure clients are staffed appropriately.
Monitor staff availability, call-offs, cancellations, and schedule changes.
Work with scheduling staff to reduce gaps in services and improve staff utilization.
Help ensure RBTs, trainers, CIS, BCBAs, and administrative staff have the information needed to complete their responsibilities.
Communicate staffing concerns to leadership and assist with problem-solving.
Support professional communication with families regarding scheduling, attendance, service updates, and operational concerns.
Help resolve family concerns in a timely and respectful manner.
Ensure client information is handled confidentially and in compliance with HIPAA.
Assist in new client tours and a communication bridge to our intake coordinator.
Maintain a professional approach in all communication.
Supervise administrative and operational staff as assigned.
Support Operational staff training, task completion, performance expectations, and accountability.
Monitor staff follow-through on assigned duties.
Provide feedback to staff in a clear, professional, and solution-focused manner.
Escalate performance or compliance concerns to leadership when needed.
Utilize the points system in regard to technician expectations operationally
Help ensure operational practices comply with company policies, payer requirements, HIPAA, Medicaid/commercial insurance requirements, and applicable state regulations.
Maintain organized records related to staff, clients, schedules, authorizations, documentation, and business operations.
Assist with audits, compliance reviews, and documentation tracking.
Monitor deadlines for required documentation, authorizations, staff requirements, and operational tasks.
Ensure sensitive client and employee information is protected.
Coordinate with billing and authorization teams to support accurate and timely claims processes.
Help track authorizations, service units, client schedules, and documentation completion.
Identify issues that may impact billing, service delivery, or payer compliance.
Support communication between clinical, billing, scheduling, and administrative teams.
Assist with resolving operational barriers related to authorizations or insurance processes.
Assist with recruiting, interviewing, onboarding, and staff retention efforts as assigned.
Help ensure employee files, credentials, trainings, and required documentation are complete.
Support payroll preparation by helping track attendance, hours, schedule changes, and timesheet concerns.
Communicate staffing needs and workforce concerns to leadership.
Promote a professional, respectful, and accountable workplace culture.
Help create, update, and maintain operational systems, checklists, workflows, and SOPs.
Identify inefficiencies and recommend practical solutions.
Support implementation of new software, forms, procedures, and company initiatives.
Track key operational metrics such as cancellations, utilization, staffing gaps, documentation completion, and client onboarding status.
Help leadership improve consistency, communication, and accountability across the company.