Clinic Operations Manager - Centennial

ACES (Comprehensive Educational Services); Englewood (CO); Sur place; USD 65 000 - 90 000; Plein temps

Résumé du poste

ACES (Comprehensive Educational Services) seeks a Clinic Operations Manager to elevate autism treatment standards by providing administrative support to clinical staff and coordinating the clinic’s daily operations. The role drives scheduling, BI onboarding, staff coordination, front desk duties, and center events to improve service delivery and client experience.

The position interfaces with HR and Clinical Directors to meet staffing needs, ensures HIPAA compliance, and maintains a welcoming,

Qualifications

• High school diploma required.
• 4+ years of experience in a professional office environment.
• Front desk or administrative support experience is preferred.
• Strong background in customer service.
• Ability to work independently with minimal supervision.
• Proficient in Microsoft Office Suite and related software.
• Excellent verbal and written communication skills.
• Able to adhere to HIPAA regulations.
• Comfortable in a fast-paced environment with daily deadlines.
• Receptive to feedback and adaptable to changing priorities.

Responsabilités

• Scheduling Support: Follow established scheduling protocols to manage cancellations and rescheduling for in-center clients; coordinate assessment scheduling between assessors and new clients.
• BI Support and Management: Collaborate with HR on BI needs, assist in hiring, onboarding, and staff integration; monitor BI performance and address concerns.
• Client Supports: Serve as a positive contact for clients and caregivers, explore opportunities for make-up sessions or extended service hours.
• Center Needs: Maintain a clean, compliant clinic environment; oversee opening/closing procedures and space utilization; coordinate repairs, materials, and furniture; greet staff and caregivers; manage mail and announcements.

Connaissances

Customer service

Organizational skills

Communication skills

Multitasking

Independent work

Microsoft Office

Formation

High school diploma

Outils

Microsoft Office Suite

Scheduling software

CRM/Office software

Description du poste

JOB MISSION

The mission of the Clinic Operations Manager at ACES is to elevate the standards in the treatment of Autism by providing administrative support to ACES’ clinical staff.

Job Summary

The role supports clinic operations through strategic scheduling, staff coordination, and client engagement to ensure optimal service delivery and prescription fulfillment. It involves managing Behavior Interventionist (BI) onboarding, performance, and satisfaction, while collaborating with HR and Clinical Directors to address staffing needs and retention. Additionally, the position oversees front desk duties, facility maintenance, and promotes center events to enhance client experience and operational efficiency.

Essential Job Responsibilities

• Scheduling Support
  • Follow established scheduling protocols and software use to manage session cancellations and rescheduling for in center clients
  • Collaborate with Clinical Directors regularly to meet prescription fulfillment
  • Coordinate assessment scheduling between assessors and new clients
• BI Support and Management
  • Collaborate with HR on BI-related needs (e.g., payroll, additional supports) and provide strategic input on hiring by assessing client staffing needs; participate in interviewing potential BI candidates
  • Support BI onboarding and integration by coordinating welcome activities, tech setup (iPads, I-9s, badges), and addressing early concerns in collaboration with onboarding team; serve as a positive first point of contact for new staff.
  • Monitor BI performance and satisfaction, providing feedback and disciplinary action for non-clinical conduct (e.g., communication, dress code, attendance, clinic policies); elevate concerns or retention risks to the Clinical Director as needed
  • Oversee the BI annual review process by ensuring accurate collection and reporting of clinical and non-clinical scorecard data in alignment with organizational standards
  • Provide oversight of RBT credentialing, including initial steps, actions to maintain certification, renewal processes, and ensuring compliance with 5% BCBA supervision requirements
• Client Supports
  • Serve as a positive contact for in center clients and caregivers
  • Collaborate with caregivers to identify opportunities for make-up sessions or extending service hours to maximize prescription fulfillment
• Center Needs
  • Maintain a clean, organized, and compliant clinic environment by monitoring staff presentation, coordinating supply and custodial needs, and communicating facility-related requests (e.g., repairs, materials, furniture) to appropriate teams to ensure a safe and functional workspace.
  • Oversee daily clinic operations, including opening and closing procedures; coordinate Manager on Duty coverage in collaboration with office leadership
  • Monitor center space utilization and coordinate scheduling of physical therapy sessions and assessments to maximize efficiency and meet client needs
  • Conduct in-center tours for prospective clients, highlighting the clinic’s physical space and clinical excellence.
  • Manage front desk responsibilities including greeting staff and caregivers, answering phones, relaying messages, and ensuring proper sign-in/out procedures.
  • Manage incoming mail and packages, ensuring timely distribution and handling in accordance with center protocols
  • Promote center events by posting announcements and sending reminders to increase attendance and engagement.

The foregoing job responsibilities are illustrative only and are not meant to be exhaustive. ACES reserves the right to change, amend or modify the job description/responsibilities at any time and in its sole discretion.

Qualifications

REQUIRED QUALIFICATIONS

• Minimum of a high school diploma
• Minimum of 4 years of experience in a professional office environment
• Previous experience in a front desk or administrative support role
• Strong background in customer service; experience in client-facing roles preferred
• Demonstrated ability to work independently with minimal supervision
• Proficient in Microsoft Office Suite and other relevant software, including email, internet applications, databases, and project management tools
• Exceptional organizational, time management, and multitasking skills
• Maintains a professional demeanor, positive attitude, and polished appearance
• Excellent verbal and written communication skills
• Ability to adhere to strict protocols and maintain compliance with HIPAA regulations
• Comfortable working in a fast-paced environment with daily deadlines
• Receptive to feedback and adaptable to changing priorities

Physical Requirements

• Ability to exert up to 10 pounds of force and lift/move up to 15 pounds
• Ability to sit for long periods of time (up to 3 hours at a time) during the scheduled workday

Additional Information

ACES is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender, gender identity, sexual orientation, marital status, national origin, disability, age or covered veteran status.