Director of ABA Center Operations & Administration

Psyctalent; Alpharetta (GA); On-site; USD 110,000 - 170,000; Full time

Job summary

PsycTalent, LLC is seeking an experienced ABA operations leader for our Alpharetta center to independently run daily operations, oversee staff, and ensure high-quality service delivery.

You will coordinate with clinical leadership, manage enrollment initiatives, and maintain compliant, audit-ready documentation while driving center growth and client satisfaction.

Qualifications

• Direct ABA center operations experience required.
• Experience recruiting, scheduling, onboarding, training.
• Strong leadership and organizational skills.
• Knowledge of ABA billing, CPT codes, and insurance.
• Proven track record in growth, enrollment, and retention.
• Excellent communication with families and staff.

Responsibilities

• Lead ABA center operations, staffing, scheduling, and client management.
• Supervise administrative and operational personnel to ensure efficient center operations.
• Coordinate with clinical leadership to support high-quality ABA service delivery.
• Oversee recruitment, hiring, and workforce planning.
• Manage client and staff scheduling, including RBT and BCBA coordination.
• Monitor attendance, productivity, and performance.
• Drive enrollment growth and client retention; manage outreach or intake staff.
• Oversee insurance authorizations, billing readiness, and revenue cycle management.
• Maintain HIPAA/compliance and audit-ready documentation.
• Track KPIs and provide weekly operational reports to leadership.
• Oversee onboarding, training, and credentialing of staff.
• Manage HR administration and payroll oversight.
• Promote a positive, accountable workplace culture and strong parent relationships.

Skills

ABA operations

Leadership

Staff management

Enrollment & retention

Billing coordination

KPIs & reporting

Communication

Problem solving

Education

Bachelor's in Healthcare Admin

Tools

Paylocity

CRM systems

Job description

This position requires an experienced ABA operations professional who can independently lead a center, manage employees, solve problems, and deliver measurable results with minimal supervision.

Key Responsibilities

1. ABA Center Leadership & Daily Operations

• Oversee daily clinic and office operations, staffing, scheduling, client management, and administrative support.
• Lead and supervise administrative and operational personnel to ensure efficient center operations.
• Coordinate with clinical leadership to support consistent, high-quality ABA service delivery.
• Manage daily operational challenges, resolve issues, and maintain staff accountability.
• Implement and enforce operational policies, procedures, and performance standards.
• Maintain a safe, organized, professional, and welcoming center environment.

2. Staff Management, Recruitment & Scheduling

• Oversee employee recruitment, hiring coordination, staffing needs, and workforce planning.
• Oversee and manage all client and staff scheduling, including RBT assignments, BCBA coordination, cancellations, callouts, staff coverage, schedule adjustments, and service utilization to ensure continuity of care and efficient center operations.
• Monitor employee attendance, punctuality, productivity, and performance.
• Address staffing challenges, workplace concerns, and operational performance issues.
• Ensure adequate staffing levels to support authorized services, client needs, and center growth.
• Work collaboratively with clinical leadership regarding appropriate RBT assignments and clinical staffing needs.

3. Center Growth, Community Outreach, Enrollment, Parent Relations & Retention

• Lead operational strategies to increase center enrollment, support sustainable growth, and improve client retention.
• Directly supervise the Community Outreach & Enrollment Coordinator, establishing clear responsibilities, performance expectations, and measurable goals.
• Oversee community outreach initiatives, referral development, marketing coordination, and relationships with schools, pediatricians, healthcare providers, and community organizations.
• Ensure prospective client inquiries, referrals, and leads are promptly followed up, documented, and tracked through enrollment.
• Monitor center tours, consultations, intake completion, enrollment conversions, and new client start dates.
• Identify and resolve operational barriers to enrollment, including staffing, scheduling, documentation, and authorization delays.
• Oversee all parent and caregiver communication regarding scheduling, attendance, cancellations, center operations, and administrative concerns.
• Serve as the primary point of contact for parent concerns, complaints, and service-related issues, coordinating clinical matters with the Clinical Director or supervising BCBA.
• Ensure timely, professional, and consistent communication with families regarding schedule changes, staffing updates, and service interruptions.
• Build strong relationships with families, proactively address concerns, and implement strategies to improve parent satisfaction and client retention.
• Track growth-related KPIs, including leads, referral sources, conversion rates, monthly enrollments, retention, and center capacity utilization.

4. Insurance Authorizations, Billing & RCM Oversight

• Monitor insurance authorizations, reauthorizations, service utilization, and billing readiness.
• Work closely with the external Revenue Cycle Management (RCM) team to support accurate and timely billing, claims submission, and follow-up on outstanding claims.
• Review billing reports, claim denials, rejected claims, and unresolved billing issues.
• Ensure scheduled and delivered ABA services are accurately documented and ready for billing.
• Identify discrepancies, underutilization, and operational issues that may affect revenue, and coordinate timely resolutions with the RCM team.
• Maintain communication with clinical leadership and the billing team to prevent authorization gaps and service interruptions.

5. Compliance, Documentation & Operational Integrity

• Maintain accurate, complete, confidential, and audit-ready client, employee, and operational records.
• Oversee operational compliance with HIPAA, Georgia Medicaid, commercial insurance requirements, company policies, and applicable regulations.
• Conduct routine operational audits to identify compliance risks, documentation gaps, and procedural deficiencies.
• Implement corrective actions and ensure timely resolution of identified concerns.
• Promote ethical practices, transparency, professionalism, and accountability throughout the center.
• Coordinate with clinical leadership on matters involving clinical documentation and service delivery compliance.

6. KPIs & Operational Performance

• Establish, monitor, and report key performance indicators across center operations.
• Track staffing efficiency, employee attendance, scheduling accuracy, client attendance, and service utilization.
• Monitor documentation compliance, authorization renewals, billing readiness, and unresolved operational issues.
• Evaluate lead management, enrollment conversions, client retention, parent satisfaction, and center growth.
• Develop weekly operational performance dashboards and provide reports to the Executive Director.
• Identify performance gaps, implement corrective actions, and drive measurable operational improvements.

7. Employee Onboarding, Training & Credentialing

• Oversee the complete employee onboarding process, including orientation, background checks, credential verification, and required documentation.
• Coordinate employee training, system access, policy orientation, and professional development.
• Monitor employee certifications, required training, and credentialing status.
• Ensure new employees are properly prepared before beginning assigned responsibilities.
• Maintain organized, accurate, and compliant onboarding and credentialing records.

8. Human Resources & Employee Management

• Oversee HR administration, employee relations, performance management, and disciplinary processes.
• Coordinate employee evaluations, performance improvement plans, and corrective actions.
• Ensure employees understand and comply with company policies, professional expectations, and workplace standards.
• Manage employee offboarding, employment documentation, and personnel record maintenance.
• Promote a positive, accountable, and professional workplace culture.

9. Payroll & Timekeeping

• Oversee employee timekeeping, attendance records, payroll preparation, and payroll accuracy.
• Review timesheets, identify discrepancies, and coordinate corrections before payroll submission.
• Monitor overtime, scheduling-related labor costs, and compliance with applicable payroll requirements.
• Coordinate payroll administration through the company's HR and payroll systems.

Required Qualifications

• Minimum 5 years of experience in ABA therapy operations or administration.
• Minimum 3 years of direct ABA center management or operations leadership experience.
• Comprehensive knowledge of ABA center operations, clinical service coordination, RBT and BCBA staffing requirements, client scheduling, employee management, and operational best practices.
• Proven experience managing employees, recruitment, scheduling, onboarding, training, and daily center operations.
• Strong working knowledge of ABA billing processes, CPT codes, insurance authorizations, reauthorizations, service utilization, and coordination with RCM teams.
• Demonstrated experience supporting ABA center growth, managing client enrollment and retention, and supervising outreach or intake personnel.
• Demonstrated experience managing parent communication, resolving family concerns, maintaining positive caregiver relationships, and supporting client retention in an ABA therapy setting.
• Experience with ABA practice management and CRM systems.
• Strong understanding of operational compliance, documentation standards, and quality assurance.
• Proven ability to establish and monitor KPIs, improve operational efficiency, and maintain employee accountability.
• Excellent leadership, communication, organizational, decision-making, and problem-solving skills.
• Ability to independently manage a fast-paced ABA therapy center with minimal supervision.

Preferred Qualifications

• Bachelor's degree in Healthcare Administration, Business Administration, Psychology, Human Resources, or a related field.
• Previous experience as an ABA Center Director, Operations Director, Clinic Director, or ABA Practice Manager.
• Experience with Georgia Medicaid and commercial insurance requirements.
• Familiarity with Paylocity or comparable HR and payroll systems.
• Experience supporting the growth and operational development of an ABA therapy center.

Who We're Looking For

We are seeking a proactive, dependable, highly organized, and solutions-oriented leader who takes ownership of responsibilities and leads with integrity.

The ideal candidate understands the complexities of ABA center operations and has demonstrated success in managing employees, coordinating clinical and administrative operations, growing enrollment, maintaining compliance, building positive relationships with families, and achieving measurable performance goals.

We want someone who can lead by example, make sound decisions, address challenges proactively, and maintain a productive, accountable, and professional workplace.

Candidates must have direct ABA center operations experience. General office management experience alone does not meet the requirements for this position.