Office Manager

Burton Behavioral Interventions Corp.; Albany (OR); Remote; USD 60,000 - 80,000; Full time

Job summary

An established industry player is seeking a dedicated Office Manager to enhance the daily operations of their dynamic ABA company. This remote role, based in Albany, Oregon, offers a unique opportunity to collaborate closely with leadership and clinical teams. The ideal candidate will thrive in a fast-paced environment, bringing strong organizational and communication skills to support administrative coordination, client interaction, and staff development. Join a passionate team focused on making a meaningful impact in the behavioral health field, where your contributions will help shape the future of the organization and support its growth. If you are a proactive problem-solver eager to make a difference, this role is perfect for you.

Qualifications

• Experience managing employee benefits and onboarding processes.
• Strong organizational and communication skills in a fast-paced environment.

Responsibilities

• Provide administrative support to maintain efficient company operations.
• Coordinate clinical team schedules and ensure proper coverage.
• Assist with the hiring process and support new hire onboarding.

Skills

Organizational Skills

Communication Skills

Multitasking

Problem Solving

HIPAA Compliance

Education

2+ years as an Office Manager

Experience in healthcare or ABA-related settings

Tools

Google Workspace

Microsoft Office

Gusto or similar HR/payroll systems

Job description

Location: Remote (based in Albany, Oregon – future in-person office possible)

Compensation: Based on experience, not to exceed $25/hour

Employment Type: Full-Time

Company: Burton Behavioral Interventions Corp. (BBIC)

Job Summary

The Office Manager plays a key role in supporting the daily operations of our growing ABA company. This position encompasses administrative coordination, scheduling, documentation tracking, client and staff support, compliance assistance, marketing, onboarding, training setup, and business development. You will work directly with the business owner/CEO, collaborating closely with leadership, clinical staff, administrative team members to help ensure BBIC operates smoothly and efficiently. This role is ideal for someone who thrives in a fast-paced environment, is passionate about making an impact, and is motivated to grow with the company.

We’re looking for someone who is highly organized, solution-oriented, responsive, and takes pride in completing tasks quickly and thoroughly. The ideal candidate is committed to professionalism, communicates clearly, and enjoys being part of a collaborative, supportive team.

Key Responsibilities

Administrative Operations

·Provide administrative support to maintain efficient company operations.

·Organize and maintain digital records for clients, staff, and internal documentation.

·Respond to emails, calls, and messages in a timely, professional manner.

·Assist with meeting coordination, agenda preparation, and follow-up tracking.

·Support the CEO’s calendar and assist with internal communications and scheduling needs.

·Support and coordinate with administrative staff.

·Maintain confidentiality and uphold HIPAA compliance at all times.

Client Coordination

·Schedule and reschedule therapy sessions based on staff and client needs.

·Communicate clearly with families regarding services, cancellations, and documentation.

·Support the intake process by gathering necessary paperwork and entering information.

·Maintain up-to-date and organized client files.

·Ensure clients receive prompt and respectful support throughout their services.

Staff Scheduling & Support

·Coordinate clinical team personnel schedules to ensure proper coverage and ensure staff are receiving adequate support.

·Track and follow up on session verification, lunch breaks, and availability changes, ensuring meal and rest periods are taken in accordance with Oregon labor laws.

·Help onboard new staff by coordinating training schedules and collecting documentation.

·Maintain records of certifications, licenses, and training deadlines.

·Manage and execute scheduling duties, including handling cancellations, overlaps, and call-outs directly.

Recruitment, Benefits & Onboarding

·Assist with the hiring process by posting job openings, screening applicants, and scheduling interviews.

·Help coordinate onboarding for both new clients and new hires, including documentation, training, and system access.

·Ensure new hires have smooth and supportive onboarding experience by working closely with leadership and taking a lead on HR-related responsibilities typically handled by a formal HR department.

·Support benefits communication and documentation for staff, including assisting with enrollment and vendor follow-up.

·Handle employee benefits processes, including maternity leave planning, 401(k), health/dental insurance coordination, and leave tracking.

Training & Development

·Responsible for maintaining and presenting staff orientation sessions.

·Help design, coordinate, and track internal training for staff (e.g., safety, onboarding, company policies).

·Set up and maintain digital training modules or schedules.

·Assist the CEO and clinical team in improving training systems and implementing structured learning opportunities.

·Create materials and resources for various internal projects, staff training, and operational needs.

Documentation & Compliance

·Track supervision forms, session notes, and incident reports to ensure timely and accurate submission.

·Assist with internal audits and monitor completion of documentation requirements.

·Maintain digital systems for credentialing, training, and access records.

·Stay current with documentation expectations and support team accountability.

Digital Tools & Equipment

·Set up access to company systems (e.g., email, Google Voice, Rethink).

·Track BBIC equipment, passwords, and property forms.

·Coordinate delivery or return of tablets and devices as needed.

Marketing & Outreach

·Create and schedule content for social media, newsletters, and outreach materials using tools like Canva.

·Help coordinate branded items for community events and internal appreciation.

·Support visibility efforts through organized and consistent messaging.

Company Growth & Support

·Contributes to the development of systems that support long-term goals and company growth.

·Assist with vendor coordination, licensing paperwork, and operational expansion projects.

·Collaborate with leadership to support a positive and productive team culture.

·Actively contribute to business development by identifying operational improvements, assisting with expansion projects, and streamlining internal processes.

What We’re Looking For

·A tech-savvy self-starter who learns quickly, takes initiative, and can work independently without needing step-by-step guidance.

·A team player who is dependable, flexible, and eager to support others.

·Someone who thrives in fast-moving environments and can manage multiple tasks confidently.

·A proactive problem-solver who communicates effectively and responds quickly.

·A professional who is serious about their role, takes initiative, and follows through.

·A motivated individual who values growth, accountability, and making a difference.

Minimum Qualifications

·At least 2 years as an Office Manager, preferably in a healthcare, behavioral health, or ABA-related setting.

·Proficiency with Google Workspace, Microsoft Office, and digital file systems.

·Strong organizational, communication, and multitasking skills.

·Ability to work in a fast-paced environment, manage competing priorities, and maintain confidentiality.

·Ability to manage sensitive information professionally and maintain HIPAA compliance.

·Knowledge of Oregon labor laws and comfort with HR-related procedures such as employee onboarding, leave coordination, and compliance tracking.

·Experience managing employee benefits, including maternity leave, insurance enrollment, and 401(k) contributions.

·Familiarity with Gusto or similar HR/payroll systems.

·Experience creating and setting up training for staff is strongly preferred.

·Familiarity with ABA principles and terminology (preferred but not required).

·Familiarity with ABA insurance billing codes and rules, especially as they relate to scheduling and service authorizations, is highly preferred.

·Demonstrated interest or prior involvement in business development or operational growth is a plus.

Work Environment

·This position is remote but based in Albany, Oregon.

·Occasional local travel may be required for onboarding, training, company events, meetings and equipment coordination.

·Candidate must be open to working in person if a physical office opens in the future.