ABA Therapy Operations Assistant

Job Description

REQUIREMENTS

• High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.
• Previous administrative experience in healthcare, ABA, medical, behavioral health, or operations preferred.
• Exceptional organizational skills and strong attention to detail.
• Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.
• Excellent written, verbal, and interpersonal communication skills.
• Proficiency in Microsoft Office Suite, Google Workspace, and electronic documentation systems.
• Experience with Rethink or similar healthcare software is a plus.
• Comfortable learning new technology and software platforms.
• Knowledge of HIPAA and confidentiality requirements.
• Ability to work both independently and collaboratively with a multidisciplinary team.

Preferred

• Experience working in an ABA therapy or healthcare setting.
• Experience coordinating schedules for multiple providers.
• Familiarity with onboarding, compliance tracking, quality assurance, or project coordination.
• Experience with social media management, Canva, or basic graphic design is a plus.

RESPONSIBILITIES

Clinical Operations Support

• Work directly with the Clinical Director to support daily clinical operations.
• Coordinate schedules for BCBAs, RBTs, parent trainings, assessments, and client services.
• Assist with staffing changes, client assignments, and service transitions.
• Maintain and update BCBA caseload trackers and operational reports.
• Manage operational calendars, trainings, supervision deadlines, and important company dates.
• Assist with special projects and workflow improvements.

Client Onboarding & Case Management

• Coordinate the onboarding process for all new clients.
• Collect, organize, and verify intake paperwork and required documentation.
• Ensure client files remain accurate, organized, and audit-ready.
• Track treatment plans, consent forms, PIPs, assessments, authorizations, and other required documentation.
• Follow up with families regarding outstanding paperwork and onboarding requirements.
• Serve as an administrative point of contact for new client questions.

Staff Onboarding & Training Support

• Coordinate onboarding for newly hired BCBAs, RBTs, and administrative staff.
• Collect employment paperwork, certifications, licenses, credentials, and required documentation.
• Assist with onboarding schedules and training coordination.
• Track credential renewals, compliance requirements, CPR/BLS certifications, RBT renewals, and other required documentation.
• Ensure new staff members receive access to company systems, software, and resources.
• Prepare onboarding materials and training resources.

Compliance & Quality Assurance

• Conduct routine audits of client and staff files for completeness and compliance.
• Monitor documentation deadlines and identify missing paperwork.
• Assist clinicians with maintaining organized documentation for insurance and accreditation standards.
• Organize digital filing systems and maintain accurate operational records.
• Develop and maintain operational checklists, workflows, and standard operating procedures (SOPs).
• Support internal quality assurance initiatives and compliance reviews.

Administrative & Operations Support

• Respond professionally to emails, phone calls, and administrative inquiries.
• Maintain spreadsheets, databases, and operational tracking systems.
• Schedule meetings and prepare agendas or documentation as needed.
• Prepare new client folders, clinician resources, and onboarding packets.
• Assist with office organization and day-to-day operational needs.
• Perform additional administrative duties as assigned by leadership.

Marketing & Community Engagement

• Assist with creating and scheduling social media content across company platforms.
• Help maintain a consistent brand presence online.
• Coordinate marketing materials, community outreach events, and recruitment initiatives.
• Assist with updating company documents, flyers, and promotional materials.
• Support recruitment efforts by posting job openings and helping coordinate interviews.

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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