Behavior & Administrative Support Technician

Via-Centers-For-Neurodevelopment; Hollins (VA); On-site; USD 42,000 - 62,000; Full time

Job summary

Via-Centers-For-Neurodevelopment in Hollins, VA, seeks a Behavior & Administrative Support Technician. This role combines direct ABA services as an RBT with administrative duties to support the Pediatric ABA Services clinic under the Clinical Director.

You will maintain RBT certification, provide at least 10 billable hours weekly, coordinate client scheduling, assist with authorizations and billing, manage records, and support families and clinic operations.

Qualifications

• High school diploma or equivalent required; higher education preferred.
• Experience with ABA or pediatric clinics is a plus.
• Strong organizational and communication skills are essential.

Responsibilities

• Maintain active RBT certification and provide at least 10 billable hours per week of direct ABA services under BCBA supervision.
• Coordinate daily administrative clinic operations and maintain patient scheduling, communications, and records.
• Assist with insurance eligibility, authorizations, and billing processes; monitor documentation and billing compliance.
• Serve as primary admin contact for families; communicate updates, changes, and questions.
• Support staff with scheduling, documentation timelines, and billing workflows.
• Attend meetings and ensure HIPAA compliance and confidentiality.

Skills

Organizational skills

Time management

Written and verbal communication

Microsoft Office Suite

Google Workspace

Electronic Health Records

Scheduling systems

Independent work

Attention to detail

Interdisciplinary collaboration

Education

High school diploma or equivalent

Associate's or Bachelor's degree preferred

Tools

Microsoft Office

Google Workspace

EHR systems

Scheduling systems

Job description

Description

Job Purpose

The Behavior & Administrative Support Technician is a split-role position that combines direct behavior intervention with administrative support for the Pediatric ABA Services clinic under the supervision of the Clinical Director. This position provides direct ABA services to clients as a Registered Behavior Technician (RBT) while also supporting the daily administrative and operational functions of the clinic to ensure high-quality, efficient service delivery.

As an RBT, this position provides direct behavior intervention services under the supervision of a Board Certified Behavior Analyst (BCBA) and is expected to maintain a minimum of 10 billable hours per week. Administrative responsibilities include coordinating client scheduling, assisting with authorizations and billing processes, maintaining client records, supporting communication with families, and contributing to the day-to-day operational efficiency of clinic services.

Duties and Responsibilities

Direct Clinical Services

• Maintain active Registered Behavior Technician (RBT) certification
• Provide a minimum of 10 billable hours per week of direct behavior intervention services for children with autism spectrum disorder under the supervision of a Board Certified Behavior Analyst (BCBA).
• Implement individualized treatment plans and behavior intervention strategies with fidelity
• Collect and record accurate behavioral and skill acquisition data during therapy sessions
• Prepare materials and maintain an organized treatment environment
• Complete required clinical documentation, session notes, and data collection in accordance with agency, funding source, and regulatory requirements.
• Communicate client progress, concerns, and treatment observations to the supervising BCBA and interdisciplinary team
• Participate in ongoing supervision, competency assessments, and required clinical training
• Maintain professional relationships with clients, families, and team members while adhering to ethical standards and confidentiality requirements

Clinic Operations & Administration

• Coordinate the daily administrative operations of the clinic
• Develop and maintain the weekly client schedule, making adjustments as needed to accommodate staffing, client needs, and cancellations
• Serve as the primary point of contact for general clinic inquiries by phone, email, and in person
• Greet visitors, coordinate visitor access, and maintain a welcoming clinic environment as needed
• Manage incoming and outgoing mail and deliveries
• Maintain office, clinical, and program supply inventories and place orders as needed
• Coordinate facility and technology requests with appropriate departments
• Assist with clinic organization and operational projects as assigned

Client Intake, Authorizations & Billing Support

• Assist with verifying insurance eligibility and client financial responsibility
• Create and maintain electronic client health records
• Coordinate the collection and maintenance of required intake and clinical documentation
• Maintain client authorization tracking systems and monitor authorization expiration dates
• Assist with coordinating timely submission and follow-up of authorization requests with funding sources
• Assist with resolving authorization discrepancies related to approved services, dates, or funding
• Assist with monitoring claim rejections and collaborate with the accounting department to resolve billing issues
• Monitor session documentation, sign-offs, and billing compliance to support timely claim submission
• Monitor scheduled versus actual billable hours and prepare reports for leadership

Client & Family Coordination

• Serve as a primary administrative contact for families regarding scheduling, attendance, and clinic procedures
• Notify families and staff of schedule changes, cancellations, and updates
• Assist families with questions regarding eligibility, referrals, intake, waitlists, and clinic processes
• Coordinate referrals to internal and external resources as appropriate
• Monitor client attendance and session utilization
• Communicate with caregivers regarding attendance concerns and collaborate with the Clinical Director on follow-up plans
• Distribute family satisfaction surveys and assist with quality improvement initiatives based on feedback

Staff Support

• Assist with providing administrative support to clinical staff related to scheduling and billing processes
• Assist with training staff on scheduling procedures, documentation timelines, and billing workflows as assigned
• Monitor scheduling efficiency, cancellations, and utilization trends to support clinic operations

Additional Functions

• Attend clinical, administrative, and interdisciplinary meetings as assigned
• Maintain compliance with HIPAA and all agency confidentiality policies
• Support special projects and additional duties as assigned by the Clinical Director

Position Type

This is a full-time position.

Requirements

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
• Current Registered Behavior Technician (RBT) certification
• Minimum of one year of experience working with children with autism spectrum disorder or other developmental disabilities
• Strong organizational and time management skills with the ability to manage multiple priorities in a fast-paced environment
• Excellent written and verbal communication skills
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel), Google Products, and the ability to learn electronic health record and scheduling systems
• Demonstrated ability to work independently while collaborating effectively with interdisciplinary teams
• Strong attention to detail and commitment to accuracy