Clinic Ops Lead: Scheduling, Staffing & Client Experience

ACES; Arcadia (CA); On-site; USD 70,000 - 73,000; Full time

Job summary

ACES in Arcadia, CA is seeking a Clinic Operations Manager to elevate treatment standards for Autism while providing administrative support to ACES’ clinical staff. The role emphasizes strategic scheduling, BI onboarding and supervision, front desk operations, and facility upkeep to enhance client experience.

The position collaborates with HR and Clinical Directors on staffing, drives center events, and ensures efficient service delivery and prescription fulfillment in a fast-paced setting.

Qualifications

• Minimum of a high school diploma.
• Minimum of 4 years of experience 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.
• Professional demeanor and polished appearance.
• Excellent verbal and written communication skills.
• HIPAA compliance knowledge.
• Comfortable in fast-paced environment with deadlines.
• Receptive to feedback and adaptable.

Responsibilities

• Follow scheduling protocols to manage cancellations and rescheduling for in center clients.
• Collaborate with Clinical Directors to meet prescription fulfillment.
• Coordinate assessment scheduling between assessors and new clients.
• Support BI hiring, onboarding, and performance with HR.
• Coordinate BI onboarding, tech setup, and first-contact support.
• Monitor BI performance and disciplinary actions as needed.
• Oversee BI annual reviews and scorecard data collection.
• Provide oversight of RBT credentialing and BCBA supervision requirements.
• Serve as a positive contact for clients and caregivers.
• Identify opportunities for make-up sessions or extended hours.
• Maintain a clean, compliant clinic environment and coordinate supplies.
• Oversee daily clinic operations and Manager on Duty coverage.
• Monitor space utilization and schedule physical therapy sessions.
• Conduct in-center tours for prospective clients.
• Manage front desk duties and mail/packages handling.
• Promote center events to increase attendance and engagement.

Skills

Customer service

Organizational skills

Time management

Multitasking

Verbal and written communication

HIPAA compliance

Independent work

Education

High school diploma

Tools

Microsoft Office Suite

Job description

ACES in Arcadia, CA is seeking a Clinic Operations Manager to elevate treatment standards for Autism while providing administrative support to ACES’ clinical staff. The role emphasizes strategic scheduling, BI onboarding and supervision, front desk operations, and facility upkeep to enhance client experience.

The position collaborates with HR and Clinical Directors on staffing, drives center events, and ensures efficient service delivery and prescription fulfillment in a fast-paced setting.