Roles & Responsibilities Schedule:

Full-time, Monday-Friday, 8:00 AM - 5:00 PM ABA experience required.

The position of experienced Assistant Office Manager is a core front-office team member responsible for keeping daily clinic operations running smoothly. This role requires strong multitasking, organization, and communication skills, sound judgment under pressure, and a genuine passion for supporting children and families. The ideal candidate is dependable, proactive, detail-oriented, and able to manage competing priorities in a fast-paced clinical environment. Serve as the primary point of contact at the front desk, answering incoming calls, managing inquiries, and routing calls appropriately Send and receive faxes and respond to emails in a timely manner Manage client check-in and check-out Maintain a clean, organized, and welcoming lobby and conference room Coordinate the full patient intake process, including client tours, review of admission forms, and required documentation Schedule and coordinate assessments and therapy sessions, and confirm readiness for therapy start dates Create and maintain daily client and staff schedules, tracking cancellations, call-outs, and coverage needs Manage follow-ups and reminders to ensure smooth onboarding for new clients Coordinate with diagnostic providers on assessment scheduling Verify insurance benefits and gather all required supporting documentation Submit and track insurance pre-authorization requests Monitor authorization status to prevent interruptions in client services Manage client financial agreements Maintain accurate, current patient and employee records in the clinic's EMR, Theralytics, and Salesforce systems Monitor session documentation for completeness and follow up on outstanding notes Ensure all insurance and medical information on file is accurate and up to date Maintain strict HIPAA compliance and safeguard confidential patient and employee information Support recruitment efforts, including job postings, interview coordination, and onboarding Prepare new hires for their first day (lockers, uniforms, employee handbook review, payroll account setup) Process and review payroll Support employee evaluations and help resolve workplace concerns in coordination with leadership Administer employee benefits accurately and support staff retention and engagement efforts Maintain compliance with employment laws and internal company policies Manage clinic social media accounts and online content Build and maintain relationships with referral sources and insurance providers Organize monthly community workshops and quarterly autism community social events Plan staff team-building events and internal recognition activities Order and maintain office supplies Communicate proactively with families, clinical teams, and leadership to keep operations aligned Identify operational issues and implement practical, efficient solutions Build organized systems and workflows to improve clinic-wide communication Manage day-to-day administrative tasks and deadlines with accuracy and a sense of urgency Required Skills & Attributes Must have a strong background in ABA clinic operations Bachelor's degree preferred Must have RBT certification Excellent multitasking, organizational, and time-management skills Clear, professional communication with families, staff, and leadership Comfort working in a fast-paced, high-interruption environment Working knowledge of EMR systems, Theralytics, and Salesforce (or ability to learn quickly) Understanding of HIPAA compliance requirements A warm, patient, service-oriented demeanor, especially with anxious parents and children.

Pay:

$45,000.00 - $50,000.00 per year

Benefits:

Health insurance Paid time off Vision insurance

Experience:

Applied behavior analysis: 1 year (Preferred)

License/Certification:

RBT Certification (Preferred)

Work Location:

In person