ABA Clinic Administrator

Required Experience & Essential Skills

• Entry-level position.  
• Experience in customer service  
• Some office experience; up to a year of office experience preferred. 
• Experience working with children strongly preferred. 
• Must be comfortable working with children with special needs.  
• Highly organized, self-motivated individual with the ability to work comfortably without continuous oversight
• Proactive and entrepreneurial self-starter, with the ability to handle multiple projects in parallel
• Unwavering focus on customer service and delivering an unparalleled client experience.
• Team player with the ability to work in a fast-paced environment with a solution-oriented mindset
• Strong proficiency with Microsoft Office (Microsoft Word, Excel, and Outlook)
• Able to lift at least 25 pounds.

Role/Responsibilities

Customer Service: 
• Serve as the face, the voice, and first impression of KBH 
• Be the initial point of contact with families seeking in-clinic ABA services or in-home services nearby 
• Greet clients at the front desk in a professional and friendly manner 
• Ensure that all persons entering clinic maintain HIPAA-required confidentiality and Sign-in upon entering 
Clerical: 
Manage email account, respond to administrative items in a timely and professional manner, and forward clinical questions to RBT supervisor or Clinic Supervisor, as appropriate 
Answer phone calls and respond to voicemail messages accordingly (forward messages to staff, main office, etc.) 
Facilitate inquiry phone calls and participate in “warm hand-offs” as needed. 
Manage office mailbox and distribution of mail to personnel. 
Maintain file and EMR organization under HIPAA regulations 
Make copies, laminate documents, and send/receive faxes, as needed 
Create materials for Clinical Staff to be used for clients during their programs 
Facility Maintenance: 
Ensure the clinic is ‘Tour Ready’ by completing routine walkthroughs (Daily, Weekly, and Quarterly) 
Maintain clinic appearance to reflect a professional, clean, and safe environment 
Monitor periodic maintenance needs (plumbing, electric, handyman, etc.) and schedule services, as needed. 
Manage budget for community building and office supplies, conduct inventories of the clinic, and purchase necessary items 
Uphold our cleanliness guidelines by ensuring clinic is being sanitized, organized, and deep cleaned. 
Clinic Level Support: 
Support scheduling within the clinic for last minute and future scheduling needs to ensure client consistency.
Manage Client Shadow opportunities to continue client service consistency
Work with Clinic Director to delegate tasks to team members as needed
Support all Clinical Staff (RBT’s, BCBA’s, etc.) by assisting them when needed to ensure client safety and dignity are being met
Advocating for their clients and Clinical Staff to ensure they have the necessary items to be successful 
Manage technical equipment and assignment of data-collection tablets to clinical personnel
Culture and Morale: 
Organize events for KBH staff and assist in outreach events in the community    
Follow up with new hires for non-clinical support/questions 
Work closely with the scheduling department to ensure smooth onboarding of both new team members and new clients 
Be a consistent, positive presence and influence on team culture and morale 
Coordinate ways to celebrate excellence and recognize team members for their accomplishments.  
Maintain positive relationships with all clients and their families, prospective clients, clinical staff, prospective employees, fellow team members and referral source