Operations Associate

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

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) enrollment

Paid time off

Parental leave

Job summary

Mindcolor Autism is seeking an Operations Associate to support daily operations at our ABA centers. The OA will manage staff and client schedules, coordinate with the Center Director and BCBAs, and help maintain center operations and communication.

The role emphasizes scheduling, onboarding, and ensuring a welcoming environment for caregivers, team members, and vendors. Strong communication and computer skills are essential.

Qualifications

• Bachelor’s degree or equivalent experience in ABA or healthcare admin.
• Experience with EMR, HCM, and scheduling software is required.
• ABA scheduling or RBT experience is a plus but not required.
• Proficiency in Microsoft Office and Google Workspace is expected.

Responsibilities

• Create and maintain staff and client schedules; adjust as needed.
• Coordinate tasks with Center Director and BCBAs for administrative duties.
• Monitor supplies inventory and assist with monthly budget tracking.
• Troubleshoot Mindcolor technology and support session notes reminders.
• Support onboarding of new hires and ensure effective communication.
• Foster a welcoming, professional environment for caregivers and staff.

Skills

Scheduling coordination

Strong communication

Team collaboration

Education

Bachelor’s degree or equivalent ABA/healthcare admin experience

Tools

EMR

HCM

Rethink BH

Microsoft Office

Google Workspace

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

Schedule & Pay

Full-Time Monday-Friday 8:00 a.m.-4:00 p.m. (with flexibility as needed), approximately 40 hours per week, 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.)