ABA Clinic Administrator - Pineville, NC

Kind-Behavioral-Health; Pineville (NC); On-site; USD 32,000 - 42,000; Full time

Job summary

Kind Behavioral Health in Pineville, NC is seeking a Clinic Administrator to support scheduling, patient services, and daily clinic operations. This entry-level role requires organization, reliability, and a friendly front-desk presence.

You will handle clerical tasks, maintain HIPAA compliance, greet families, manage calls, and assist with events and office upkeep as KBH continues to provide compassionate ABA services.

Qualifications

• Entry-level position.
• Experience in customer service; up to 1 year preferred.
• Experience working with children is strongly preferred.
• Must be comfortable working with children with special needs.
• Highly organized, self-motivated, and able to handle multiple projects.
• Proactive, solution-oriented with a positive attitude.

Responsibilities

• Serve as the face, voice, and first impression of Kind Behavioral Health.
• Greet clients at the front desk and assist families seeking in-clinic ABA services.
• Maintain HIPAA confidentiality and sign-in procedures.
• Manage email, phone, and appointment scheduling; route clinical questions appropriately.
• Maintain clinic appearance, organize files, and support events.
• Collaborate with Clinic Director and staff to ensure smooth operations.

Skills

Customer service

Office experience

Experience with children

Comfortable with children with special

Highly organized

Proactive self-starter

Team player

Microsoft Office

Lift 25 pounds

Tools

Microsoft Word

Excel

Outlook

Job description

Kind Behavioral Health is a leading provider of Applied Behavior Analysis services in North Carolina and Georgia, dedicated to improving the lives of children with autism spectrum disorder (“ASD”). We provide life-changing treatment to children with ASD, providing outstanding quality care, and delivering exceptional clinical outcomes, in an environment in which all are encouraged to THINK BIG, HAVE FUN, DO GOOD, and BE KIND. We deliver treatment through individualized care plans, and target socially significant behaviors, enabling the clients we serve to lead more independent, fulfilling lives.

Position Overview

We are looking to add a Clinic Administrator in our Pineville clinic location to assist with scheduling, patient services, administrative tasks, and ensuring a smooth clinic workflow. This is an entry-level position with a great opportunity for growth. The ideal candidate is energetic, organized, self-motivated, and is able to work comfortably without continuous oversight. The Clinic Administrator will support with scheduling and serve as the face, the voice, and first impression at KBH. The Clinic Admin supports the clinic community through planning social events and maintaining a clean and safe environment for our clients and team members.

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

This is an on site role, Monday through Friday, from 8am to 5pm daily.

KBH is dedicated to improving the lives of individuals with Autism Spectrum Disorders and their families. We are committed to creating a diverse environment and we are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. Diversity is more than a commitment at KBH- it is the foundation of what we do, adhering to the highest professional standards while creating an environment in which exceptional people (like you!) can think big, have fun, and do good.