Operations Support Specialist

Inner Circle Autism Network; Oklahoma City (OK); On-site; USD 50,000 - 61,000; Full time

Benefits offered by this job

3 weeks paid time off

8 paid holidays

Health, dental and vision benefits

Short term disability

Life insurance

Job summary

Inner Circle Autism Network seeks an Operations Support Specialist to lead clinic operations on-site. You will coordinate scheduling, oversee facilities, manage budget and supplies, and work with clinical staff to maintain quality care.

Responsibilities include intake forecasting, hiring and staff development, marketing collaboration, and strong customer service with families. This role emphasizes teamwork, reliability, and process improvement in a clinical setting.

Qualifications

• Must have strong organizational and multitasking abilities
• Proven customer service and communication skills
• Experience coordinating schedules and operations

Responsibilities

• Develop and maintain client/technician master schedule to maximize clinic utilization.
• Modify daily schedules as needed and notify staff and families of changes.
• Manage clinic purchasing budget and oversee equipment inventory.
• Maintain relationships with landlord and subcontractors for repairs and maintenance.
• Identify growth opportunities and lead efforts to meet operational goals.
• Oversee hiring, onboarding and performance management of staff.
• Lead outreach with community entities and marketing efforts.
• Serve as the primary contact for scheduling changes and onboarding.

Skills

Office management

Customer service

Communication skills

Time management

Microsoft Office

Education

Associate degree

Tools

Microsoft Office Suite

Job description

Operations Support Specialist

At Inner Circle Autism Network

our mission is to provide high quality, child centered ABA therapy for children and their families by creating a safe, fun and individualized learning experience. We are a multidisciplinary, collaborative and energetic team who believe in creating the most positive and support environment possible for all our employees and clients.

Role Overview

The Operations Support Specialist will be a key leader heavily responsible for the overall success of their clinic. The Operations Support Specialist will achieve this by managing the operations and performance of the team and collaborating with the clinical staff to ensure that quality standards are met.

SCHEDULE

• Type: Full time, on-site (remote work unavailable)
• Hours: Monday to Friday, 7:30 AM-5:00 PM.

EXPECTATIONS AND RESPONSIBILITIES

Scheduling

• Develop and maintain the client/technician master schedule to maximize clinic and technician utilization, while fostering continuity and quality of care.
• Modify and change daily schedules as needed to accommodate client and technician absences. Notify and document clinical staff and parents of appointment changes in a timely manner.
• Review and approve staff requests for time off in accordance with clinic scheduling guidelines and time-off policies.

Supplies/Facility

• Manage all aspects of the clinic’s purchasing budget and oversee the tracking of equipment and devices. Manage and monitor clinic supplies inventory and replenishment schedule
• Maintain relationship with landlord and sub-contractors, facilitating repairs and maintenance, as necessary.
• Responsible for facility cleaning, hygiene, safety and maintenance including utilization of approved vendors; ensure all procedures are followed and documentation is maintained

Intake

• Identify the clinic’s growth opportunities and manage the team’s effort to close these opportunity gaps; sets goals and leads efforts to meet operational goals.
• Develop effective forecast models based on demand patterns to proactively prepare for fluctuations in seasonality and client discharges.

Hiring/Performance Management

• Oversee the hiring and terminations of clinic employees; work with Human Resources on recruiting and retention efforts and provide a healthy and respectful environment for employees and clients.
• Recruit, hire, and onboard new staff.
• Collaborate with Treatment Director to manage employee performance and development.
• Provide regular and consistent leadership and employee development; administer appropriate training, coaching and counseling to foster an environment of trust and positivity.
• Lead a team of responsible and accountable employees based on defined performance targets, business goals and objectives (e.g., authorization utilization, staff productivity, total weekly hours growth, net census growth, RBT Supervision, documentation standards, upholding compliance standards, budget, P&L etc.)

Marketing

• Lead outreach efforts to meet minimum growth requirements each month and establish mutually beneficial relationships with community entities (e.g., schools, doctor offices, parent organizations, etc.)
• Work with the Marketing Department to advertise services in the local community by running targeted print and digital ads, attending and hosting community events, contacting community leaders, etc.
• Build proactive relationships with diagnosticians and other mental health providers in the community to increase the company’s clinical notoriety.

Customer Service

• Build and maintain a professional working relationship with patients and their families, addressing all non-clinical family concerns.
• Act as the primary point of contact for new and existing clients (families) for scheduling changes, onboarding, clinic management, and other needs.

Performance Management

• Collaborate with Treatment Director to manage employee performance and development.
• Provide regular and consistent leadership and employee development; administer appropriate training, coaching and counseling to foster an environment of trust and positivity.
• Lead a team of responsible and accountable employees based on defined performance targets, business goals and objectives (e.g., authorization utilization, staff productivity, total weekly hours growth, net census growth, RBT Supervision, documentation standards, upholding compliance standards, budget, P&L etc.)

QUALIFICATIONS

• Have a minimum of an associate’s degree
• Prior Experience as an Office Manager preferred
• Authorized to work in the United States
• Willing to undergo background checks in accordance with local law/regulations
• Have reliable transportation
• Demonstrate proficiency in Microsoft office programs
• Demonstrate excellent customer service skills, exceptional communication skills, and attention to detail
• Must be independent and work well without supervision
• Must be highly motivated with excellent time management skills, strong decision-making skills, possess the ability to work under pressure, and have critical and creative thinking skills

Physical Requirements

• Physical Stamina: Ability to engage in physical activities throughout the day, including standing, walking, bending, and lifting.
• Mobility: Capable of moving quickly and efficiently to respond to client needs and ensure their safety.
• Lifting: Ability to lift and carry up to 50 pounds, as some clients may require assistance with mobility or positioning.
• Manual Dexterity: Proficiency in fine motor skills to effectively use specialized tools, equipment, and materials as needed.
• Physical Endurance: Capacity to maintain focus and provide consistent support during extended work hours or challenging situations.
• Physical Agility: Ability to move swiftly and react quickly in case of emergency situations or unexpected behaviors.

SALARY:

$55,000+ bonus potential

BENEFITS

• 3 weeks of paid time off plus 8 paid holidays
• Generous health, dental and vision benefits + options for short term disability and life insurance