Operations Associate

Mindcolor Autism LLC; Appleton (WI); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Medical insurance

Dental & Vision

PTO 15 days

Paid holidays

401(k) matching

Parental leave

Job summary

Mindcolor Autism LLC in Wisconsin seeks an Operations Associate to support daily ABA center operations. You will manage staff and client schedules, assist with budget and supplies, and coordinate with the Center Director.

The role emphasizes clear communication, teamwork, and hands-on center support, including onboarding, safety, and outreach activities with caregivers and vendors.

Qualifications

• Bachelor’s degree or equivalent relevant experience in ABA and/or an administrative role in a healthcare environment.
• Experience with EMR, HCM, and scheduling software.
• ABA scheduling or RBT experience is preferred but not required.
• Proficiency in Microsoft Office, Google Workspace, and/or Rethink BH.
• Demonstrated excellence in communication across all formats (written, verbal, via email, etc.)

Responsibilities

• Create and maintain ongoing schedules for staff and clients.
• Adjust schedule as needed in relevant systems to account for team member and client regulation and session coverage.
• Balance team member scheduling needs with learner and caregiver needs and availability.
• Adhere to laws and company policies concerning breaks.
• Assign and communicate opening/closing tasks to team members.
• Coordinate with CD/BCBAs to maintain a list of administrative tasks for team members.
• Manage and maintain center supplies inventory & monitor monthly budget.
• Assist IT in troubleshooting and monitoring Mindcolor technology.
• Monitor RBT session note completion and send reminders.
• Support new hire onboarding process.
• Foster a welcoming and professional environment with caregivers, team members, providers, and vendors.
• Communicate effectively with team members at all levels and caregivers.
• Assist with communication to new hires during orientation and training.
• Meet with CD weekly for resource utilization and task prioritization.
• Monitor time sheets and incident reports; assist in crisis management when needed.
• Coordinate with CD for emergency preparedness and facility maintenance with vendors.
• Assist CD with outreach and community engagement, and support social media content development.

Skills

Communication

Organization

Time management

Team coordination

Customer service

Education

Bachelor’s degree or equivalent

Tools

EMR

HCM

Scheduling software

Microsoft Office

Google Workspace

Rethink BH

Job description

Description

At Mindcolor, our Operations Associates (OAs) are essential to the daily operations of our ABA centers and serve as the first point of contact for all clients, team members, and vendors. With the support of the Center Director (CD), they are responsible for the following and all other duties/projects assigned by leadership:

Scheduling

• Create and maintain ongoing schedules for staff and clients
• Adjust schedule as needed in relevant systems to account for team member and client regulation and session coverage
• Effectively balance team member scheduling needs (e.g., PTO requests, availability, skill levels, and competencies) with learner and caregiver needs and availability
• Adhere to federal, state, and local laws as well as company policies concerning meal and rest breaks

Operations

• Assign and communicate opening/closing tasks to team members and support as needed
• Coordinate with CD/BCBAs to maintain and monitor a list of administrative tasks for team members
• Manage and maintain center supplies inventory & support CD in monitoring monthly budget
• Aid IT department in troubleshooting and monitoring Mindcolor technology
• Monitor RBT session note completion and send reminders as needed or directed
• Support new hire onboarding process

Communication & Culture

• Foster a welcoming and professional environment through effective interactions with caregivers, team members, providers, and vendors
• Communicate effectively and promptly with team members at all levels, caregivers, providers, and vendors (i.e., responding to chats from team members, informing team members and caregivers of schedule changes, answering messages and phone calls on the center phone, etc.)
• Support with communication to new hires prior to their first day and throughout the orientation and training process
• Meet with CD a minimum of once per week to ensure proper resource utilization and task prioritization

Facilities & Safety

• Monitor and audit time sheets for team members in Paylocity
• Support the completion of incident reports as needed
• Assist team members and learners with crisis management, if applicable
• Coordinate with CD to ensure compliance with emergency response preparedness procedures
• Oversee facility maintenance and other supports in conjunction with 3rd party vendors as needed or designated

Team & Community Engagement

• Assist CD with outreach (e.g., delivering marketing materials to providers and community partners) and volunteer events
• Collaborate with the team to develop and implement team engagement activities (i.e., spirit weeks/days, team outings, birthday and anniversary celebrations, etc.)
• Coordinate with the marketing team to develop social media content for local center updates

Working Hours

• Monday through Friday, 8:00 AM - 4:00 PM (with flexibility as needed)
• 100% center-based at the designated location
• Business needs may necessitate availability and response outside of general operating hours

Benefits

• Medical, dental, vision, and life insurance
• Health & Wellness reimbursement- $300 annually
• 15 PTO days annually accrued on a per-pay-period basis that increases with tenure
• Four (4) Self Care days annually- prorated
• Seven (7) paid company holidays per year
• 401(k) enrollment following 90 days of employment, with employer matching
• Paid parental leave up to four (4) weeks following six months of employment with the Company

Requirements

Qualifications & Requirements:

• Bachelor’s degree or equivalent relevant experience in ABA and/or an administrative role in a healthcare environment
• Experience with EMR, HCM, and scheduling software
• ABA scheduling or RBT experience is preferred but not required
• Proficiency in Microsoft Office, Google Workspace, and/or Rethink BH
• Demonstrated excellence in communication across all formats (written, verbal, via email, etc.)