ABA Operations Associate

Mindcolor Autism; Waukesha (WI); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Medical, dental, vision, and life insu

Health & Wellness reimbursement

15 PTO days annually

Self Care days

Seven paid holidays

401(k) enrollment with employer match

Parental leave

Job summary

Mindcolor Autism LLC seeks an Operations Associate to support daily operations across our ABA centers. As the first point of contact for clients, team members, and vendors, you will manage staff and client scheduling, coordinate with the Center Director and BCBAs, and assist with maintaining budgetary and inventory controls.

This role requires a Bachelor's degree or equivalent experience in ABA or healthcare admin, proficiency with EMR/HCM and scheduling software, and strong communication.

Qualifications

• Bachelor’s degree or equivalent in ABA or healthcare admin.
• Experience with EMR, HCM and scheduling software.
• ABA scheduling or RBT experience preferred but not required.
• Proficiency in Microsoft Office and Google Workspace or Rethink BH.
• Excellent written and verbal communication.

Responsibilities

• Create and maintain staff and client schedules.
• Coordinate with Center Director and BCBAs to manage administrative tasks.
• Manage center supplies inventory and assist in monitoring monthly budget.
• Aid IT in troubleshooting Mindcolor technology.
• Monitor RBT session notes and send reminders.
• Support onboarding for new hires.
• Foster a welcoming and professional environment with caregivers, team members, providers and vendors.
• Meet weekly with the Center Director to optimize resource use and task prioritization.
• Assist with time sheets in Paylocity and incident reports as needed.
• Assist with outreach and community engagement and multi-team events.
• Center-based work hours: Monday–Friday 8:00 AM–4:00 PM; may require outside hours.

Skills

Communication

Organizational skills

Time management

Team collaboration

Education

Bachelor’s degree or equivalent in ABA or healthcare admin

Tools

EMR

HCM

Scheduling software

Rethink BH

Microsoft Office

Google Workspace

Job description

Description

At Mindcolor, our Operations Associates (OAs) are essential to the daily operations of our ABA centers and serve as the first point of contact for all clients, team members, and vendors. With the support of the Center Director (CD), they are responsible for the following and all other duties/projects assigned by leadership:

Scheduling

• Create and maintain ongoing schedules for staff and clients
• Adjust schedule as needed in relevant systems to account for team member and client regulation and session coverage
• Effectively balance team member scheduling needs (e.g., PTO requests, availability, skill levels, and competencies) with learner and caregiver needs and availability
• Adhere to federal, state, and local laws as well as company policies concerning meal and rest breaks

Operations

• Assign and communicate opening/closing tasks to team members and support as needed
• Coordinate with CD/BCBAs to maintain and monitor a list of administrative tasks for team members
• Manage and maintain center supplies inventory & support CD in monitoring monthly budget
• Aid IT department in troubleshooting and monitoring Mindcolor technology
• Monitor RBT session note completion and send reminders as needed or directed
• Support new hire onboarding process

Communication & Culture

• Foster a welcoming and professional environment through effective interactions with caregivers, team members, providers, and vendors
• Communicate effectively and promptly with team members at all levels, caregivers, providers, and vendors (i.e., responding to chats from team members, informing team members and caregivers of schedule changes, answering messages and phone calls on the center phone, etc.)
• Support with communication to new hires prior to their first day and throughout the orientation and training process
• Meet with CD a minimum of once per week to ensure proper resource utilization and task prioritization

Facilities & Safety

• Monitor and audit time sheets for team members in Paylocity
• Support the completion of incident reports as needed
• Assist team members and learners with crisis management, if applicable
• Coordinate with CD to ensure compliance with emergency response preparedness procedures
• Oversee facility maintenance and other supports in conjunction with 3rd party vendors as needed or designated

Team & Community Engagement

• Assist CD with outreach (e.g., delivering marketing materials to providers and community partners) and volunteer events
• Collaborate with the team to develop and implement team engagement activities (i.e., spirit weeks/days, team outings, birthday and anniversary celebrations, etc.)
• Coordinate with the marketing team to develop social media content for local center updates

Working Hours

• Monday through Friday, 8:00 AM - 4:00 PM (with flexibility as needed)
• 100% center-based at the designated location
• Business needs may necessitate availability and response outside of general operating hours

Benefits

• Medical, dental, vision, and life insurance
• Health & Wellness reimbursement- $300 annually
• 15 PTO days annually accrued on a per-pay-period basis that increases with tenure
• Four (4) Self Care days annually- prorated
• Seven (7) paid company holidays per year
• 401(k) enrollment following 90 days of employment, with employer matching
• Paid parental leave up to four (4) weeks following six months of employment with the Company

Requirements

Qualifications & Requirements:

• Bachelor’s degree or equivalent relevant experience in ABA and/or an administrative role in a healthcare environment
• Experience with EMR, HCM, and scheduling software
• ABA scheduling or RBT experience is preferred but not required
• Proficiency in Microsoft Office, Google Workspace, and/or Rethink BH
• Demonstrated excellence in communication across all formats (written, verbal, via email, etc.)