Administrative Operations Specialist - Cabot Farm

Pediatrics Plus; Cabot (AR); On-site; USD 35,000 - 55,000; Full time

Job summary

An established industry player in child therapy is seeking an Administrative Operations Specialist to enhance their team. This role is pivotal in providing exceptional customer service and administrative support within ABA and therapy operations. You will be responsible for managing schedules, maintaining communication with families, and ensuring efficient operations through data analysis. If you are passionate about making a difference in children's lives and thrive in a dynamic environment, this opportunity is perfect for you!

Benefits

Competitive Pay

Paid Time Off

State-of-the-art Facilities & Technology

Qualifications

• High School Diploma required, Bachelor's Degree preferred.
• Strong organizational skills and effective communication are essential.

Responsibilities

• Provide administrative support for ABA and therapy operations.
• Maintain communication with families and manage schedules.
• Assist in financial document collection and caseload management.

Skills

Effective communication skills

Organizational skills

Basic computer skills

Ability to multitask

Public speaking skills

Education

High School Diploma

Bachelor's Degree

Job description

Administrative Operations Specialist - Cabot Farm

Therapy Admin

Cabot, Arkansas, United States

We are currently seeking an Administrative Operations Specialist to join our team of highly qualified professionals who share our vision of Empowering Children to Conquer their World! This role provides customer service and administrative support for ABA and therapy operations through strategic development and ongoing management of team/child schedules via continual data analysis. The Administrative Operations Specialist serves as a liaison for communication between the site and central admin teams and will be the primary communication point for families interested in or participating in ABA and therapy services.

What we offer:

• Competitive Pay
• Paid Time Off
• State-of-the-art Facilities & Technology

What you will do:

• Promote a friendly atmosphere for families, staff, and visitors.
• Understand internal processes required for a child to receive services.
• Answer phone calls related to ABA and therapy operations, providing support or transferring calls as appropriate.
• Check in children, families, and visitors, and communicate with leadership regarding parents/visitors.
• Assist in obtaining financial documents from families.
• Maintain communication with Family Relations, Financial Service Coordination, and billing teams for caseload management, including intake, funding changes, and prior authorization needs.
• Assist the director in reaching metrics based on billables for the site.
• Maintain and analyze multiple Excel spreadsheets for patient management beyond deTASO reporting capabilities.
• Monitor prior authorization processes for ABA services and remaining units.
• Communicate funding changes to families.
• Schedule ABA services based on funding, adjusting for cancellations and no-shows.
• Monitor BCBA caseloads for efficiency and adjust as needed.
• Manage payroll and time-off requests for BT/RBTs.
• Track and manage the Occurrence Policy and deTASO documentation corrections.
• Attend weekly one-on-one meetings with the leader.
• Analyze reports and proactively present solutions during meetings.
• Assist with external audits and internal quality assurance procedures.
• Perform administrative tasks such as filing, answering phones, and managing folders.
• Uphold family policies and procedures as per handbooks.
• Manage nonbillable RBT time through projects and training.
• Process ABA and therapy paperwork, including addendums, assessments, and discharges.
• Order and distribute supplies.
• Monitor certification, recertification, and CPR requirements for BT/RBT staff.
• Ensure compliance with monthly supervision requirements.
• Complete expense reports and participate in BT/RBT interviews and onboarding.
• Update documentation for funding and treatment changes.
• Order supplies and conduct daily opening/closing procedures.
• Manage medical records, mail, and daily/weekly/monthly reports.
• Process payments and manage therapy waiting lists.
• Assist in therapy caseload management and funding communication.
• Plan site events and communicate needs or concerns with administration.
• Uphold the core values, mission, and philosophy of Pediatrics Plus in all responsibilities.

Reasonable accommodations may be made for individuals with disabilities to perform essential functions.

Education/Certification:

• High School Diploma or equivalent required.
• Bachelor's Degree preferred.

Skills/Abilities:

• Effective and professional communication skills.
• Ability to work with children from birth to age 21 and at-risk families.
• Strong organizational skills with attention to detail.
• Basic computer skills, including keyboarding, databases, and internet software.
• Ability to multitask in a busy environment.
• Ability to interpret documents and author routine reports.
• Effective public speaking skills.
• Ability to understand and carry out written and oral instructions.
• Appropriate professional attire and punctuality.
• Timely completion of tasks.

Physical Requirements:

Must communicate effectively, move frequently, and lift up to 50 pounds. Comfort around farm animals is required, with minimal allergies.

We are an equal opportunity employer and prohibit discrimination or harassment based on race, color, religion, age, sex, national origin, disability, genetics, veteran status, sexual orientation, gender identity, or other protected characteristics.