Assistant Clinic Operations Manager

Step Forward ABA; Vancouver (WA); On-site; USD 45,000 - 55,000; Full time

Benefits offered by this job

Competitive pay

PTO

Sick time

Health benefits

401(k) match

Career growth

RBT training

Team culture

Community outreach

Job summary

Step Forward ABA is seeking a Clinic Operations Assistant Manager to help run daily clinic activities, keep schedules accurate in CentralReach, and ensure spaces are ready for the day. You will support the Clinic Operations Manager and coordinate with therapists, admin staff, and families to keep operations smooth.

This role emphasizes execution, proactive problem-solving, and reliable follow-through. If you are organized, adaptable, and community-minded, you will thrive in a fast-paced

Qualifications

• Organized, capable and proactive problem solver.
• Adaptable and able to stay steady in a fast-paced environment.
• Community-minded with strong teamwork and communication skills.

Responsibilities

• Maintain and update client and BT schedules in CentralReach under direction of Clinic Operations Manager.
• Audit schedules daily for accuracy and alignment with staffing plans.
• Track and maintain operational records, including scheduling logs and supply tracking; complete admin tasks.
• Serve as a point of contact for operational questions and communicate scheduling updates to staff.
• Review and finalize schedule accuracy for upcoming days and prepare a smooth handoff to the next business day.

Skills

Organized

Problem solving

Adaptable

Community-minded

Tools

CentralReach

Job description

At Step Forward ABA, we believe every child deserves the opportunity to thrive, and we’re committed to creating brighter futures through high-quality ABA therapy. We provide customized care in a warm, supportive environment where families feel valued and staff feel appreciated. We’re looking for an organized, capable, problem-solving Clinic Operations Manager who wants their work to impact more than just an office — someone who wants to help create a place where children, families, and staff feel supported every day.

Why Join Us?

As the Clinic Operations Manager, you’ll play a key role in ensuring our clinics run smoothly so that therapists can focus on what matters most — empowering children and families. From managing resources and optimizing schedules to planning staff events and supporting community outreach, your work will directly contribute to the success of our team and the progress of our clients.

Clinic Operations Assistant Manager Job Summary

The Clinic Operations Assistant Manager supports the day-to-day operational execution of clinic and regional activities under the direction of the Clinic Operations Manager. This role is responsible for maintaining schedule accuracy, ensuring clinic readiness, and completing administrative and operational tasks that support consistent, efficient service delivery. The Clinic Operations Assistant Manager plays a critical role in preparing daily operations, resolving issues, and ensuring that scheduling, communication, and clinic environments are organized and up to standard. This position focuses on execution, follow-through, and proactive problem-solving to support both immediate operational needs and upcoming clinic demands.

Clinic Operations Assistant Manager Key Responsibilities and Duties :

Scheduling Execution & Accuracy Support

• Maintain and update client and Behavior Technician (BT) schedules in CentralReach based on direction from the Clinic Operations Manager and real-time needs
• Audit schedules daily to ensure accuracy, completeness, and alignment with staffing plans
• Identify scheduling gaps, overlaps, and inconsistencies, and resolve or elevate as appropriate
• Monitor timesheet and session conversion completion, proactively following up with staff to ensure all required documentation is completed accurately and within established deadlines. Escalate recurring or unresolved issues to the Clinic Operations Manager
• Support real-time scheduling adjustments during assigned hours, including call-outs and cancellations

Clinic Operations & Readiness

• Ensure clinic spaces are organized, stocked, and prepared for daily operations
• Monitor and restock supplies; communicate needs to the Clinic Operations Manager
• Identify operational or facility issues and escalation for resolution
• Support general clinic organization, cleanliness, and functionality throughout the day
• Assist in preparing materials or activities that support client engagement and daily programming

Administrative Support & Follow-Through

• Track and maintain operational records, including scheduling logs, supply tracking, and internal trackers
• Assist with pulling basic reports related to scheduling, attendance, and utilization
• Complete assigned administrative tasks related to clinic operations, onboarding preparation, and internal processes
• Ensure assigned tasks and follow-ups are completed accurately and on time
• Cover Clinic Operations Manager tasks during absences

Team Coordination & Communication

• Serve as a point of contact for operational questions during assigned hours
• Communicate scheduling updates, reminders, and follow-ups to staff as directed

End-of-Day Operations & Next-Day Readiness

• Review and finalize schedule accuracy for upcoming days
• Address outstanding issues from the current day or clearly document and communicate remaining items
• Prepare the clinic and schedule for a smooth transition into the next business day
• Maintain a clear and updated handoff log for the Clinic Operations Manager

*Job Responsibilities and Duties are subject to change

Perks and Benefits:

• Competitive Salary & Benefits: A comprehensive package with opportunities for performance-based bonuses.
• 60 hours PTO
• 60 hours of sick time
• Health/Dental/Vision - available to full-time employees, working more than 30 hrs/wk
• 401(k) with matching
• Career Growth:Step Forward ABA is growing, and we provide room for advancement within our organization.
• Student Analyst Program
• Paid RBT Training Program
• Supportive Team Culture:Join a team that values collaboration, respect, and the joy of making a difference.
• Annual celebrations and team events
• Positive Work Environment:From staff appreciation events to community outreach, we believe in creating a place where people love to work and families feel welcome.
• Referral program

Pay Ranges Based On Experience & Education:

Pay: $45,000.00 - $55,00.00 Yearly

Who You Are

• Organized:You thrive on creating systems that keep everything running smoothly.
• Problem Solver:You’re resourceful and proactive in finding solutions.
• Adaptable:You stay steady and flexible when priorities shift in a fast-paced environment.
• Community-Minded:You enjoy representing your team and building positive connections with families and local partners.

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