Clinic Operations Lead: Scheduling, BI Onboarding & Care

Aces; San Jose (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

ACES is seeking a Clinic Operations Manager to elevate autism treatment standards by strengthening administrative support for clinical staff. You will drive scheduling, staff coordination, and client engagement to ensure optimal service delivery and prescription fulfillment.

Collaborate with HR and Clinical Directors, oversee BI onboarding and performance, supervise front desk and facility needs, and promote center events to enhance client experience and operational efficiency.

Qualifications

• Minimum of a high school diploma and 4+ years in a professional office environment.
• Front desk or administrative support experience.
• Strong background in customer service; client-facing experience preferred.
• Ability to work independently with minimal supervision.
• Proficient in Microsoft Office Suite and related software.
• Excellent organizational, time management, and multitasking skills.
• HIPAA compliance awareness and adherence.
• Excellent verbal and written communication skills.
• Ability to thrive in a fast-paced environment with daily deadlines.

Responsibilities

• Scheduling support using established protocols and software to manage session changes.
• Coordinate assessment scheduling between assessors and new clients; ensure prescription fulfillment.
• Collaborate with HR on BI staffing needs and participate in hiring decisions as needed.
• Oversee BI onboarding: onboarding activities, tech setup (iPads, I-9s, badges), and early staff integration.
• Monitor BI performance and address non-clinical issues; escalate retention risks to Clinical Director as needed.
• Maintain front desk operations: greet visitors, answer phones, sign-in/out, and manage mail.
• Ensure clean, organized, and compliant clinic environment; communicate facility needs to appropriate teams.
• Oversee opening/closing procedures and Manager on Duty coverage with leadership.
• Promote center events to boost attendance and client engagement.

Skills

Scheduling

BI support

HR coordination

Front desk

Customer service

Microsoft Office

HIPAA compliance

Organizational skills

Communication

Multitasking

Education

High school diploma

Tools

iPads

Onboarding software

Job description

ACES is seeking a Clinic Operations Manager to elevate autism treatment standards by strengthening administrative support for clinical staff. You will drive scheduling, staff coordination, and client engagement to ensure optimal service delivery and prescription fulfillment.

Collaborate with HR and Clinical Directors, oversee BI onboarding and performance, supervise front desk and facility needs, and promote center events to enhance client experience and operational efficiency.