Practice Coordinator Job – Rochester, MN

Momentum Behavior Services

Rochester (MN)

On-site

USD 58,000 - 67,000

Full time

3 days ago

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Job summary

Momentum Behavior Services is seeking a Practice Coordinator in Rochester, MN to keep our clinic running smoothly and support our team. The role focuses on maintaining an organized, welcoming environment for learners, families, and staff while ensuring daily operations stay on track.

You will coordinate scheduling, onboarding, and administrative tasks, collaborating with clinical teams to keep everyone informed and aligned in a fast-paced, team-oriented setting.

Qualifications

Associate’s or Bachelor’s degree in Business Administration or Healthcare Administration preferred.
Healthcare or clinic experience strongly preferred.
Demonstrated ability to manage administrative tasks and support staff in a clinical environment.
Strong interpersonal, organizational, and multitasking skills.
Proficiency in Microsoft Office, Google Workspace, and scheduling platforms.

Responsibilities

Oversee daily front office and administrative functions of the clinic.
Open the center daily and ensure scheduling/open duties are completed before learners arrive.
Serve as first point of contact for learners, caregivers, and staff; maintain a welcoming environment.
Manage daily scheduling for the center through the EHR platform and coordinate cross-center support.
Back-end operational tasks including timecards, attendance tracking, and audits.
Support onboarding and orientation for new hires and staff.

Skills

Administrative experience

Healthcare experience

Clinic experience

Communication skills

Customer service

Teamwork

Education

Associate’s or Bachelor’s degree in Business Admin / Healthcare Admin

Tools

Microsoft Office

Google Workspace

Scheduling platforms

Job description

Practice Coordinator Job - Rochester, MN

We are looking for the organizational Superstar who keeps it all running!

Are you organized, people-focused, and great at keeping all the moving pieces moving? Do you love helping others, solving problems, and bringing a little order to the chaos?

We're looking for a Practice Coordinator who can keep our clinic running smoothly while helping our team do what they do best!

At Momentum Behavior Services, we believe great care starts with a great team. Our Practice Coordinator plays an important role in creating a welcoming environment for our learners, families, and staff while keeping daily clinic operations on track.

What You'll Do

Keep daily clinic operations running smoothly (yes, even when the day has other plans!)
Welcome families, learners, and team members with a friendly smile
Coordinate schedules, appointments, and clinic logistics
Support onboarding and help new team members feel right at home
Assist with administrative tasks, documentation, and recordkeeping
Communicate with clinical teams to keep everyone on the same page
Help solve problems before they become full-blown plot twists
Maintain an organized, safe, and welcoming clinic environment
Jump in where needed because teamwork makes the dream work!

You Might Be Our Person If You

Have administrative, healthcare, or clinic experience
Are organized enough to keep multiple priorities moving
Love helping people and making their day a little easier
Have excellent communication and customer service skills
Can pivot when plans change without losing your cool
Enjoy working in a fast-paced, team-oriented environment
Take initiative and aren't afraid to roll up your sleeves
Bring a positive attitude and a can-do mindset

Why You'll Love Working With Us

A supportive team that values your contributions
Meaningful work that makes a difference in the lives of children and families
Opportunities to learn, grow, and build your career
A collaborative environment where your ideas matter
A chance to be part of a mission-driven organization
The satisfaction of knowing you're a big part of what makes the clinic successful

Schedule and Pay

Job Type: Full-time

Pay Range: $58,000.00 - $67,000.00 annually

Schedule: Monday to Friday - Specific start and end times may vary from day to day based on business needs

Work Location: In clinic - hours of operation: 8:00am - 6:00pm

Responsibilities

Key Responsibilities

Administrative & Operational Support

Oversee and support the daily front office and administrative functions of the clinic.
Opening the center on a daily basis to ensure scheduling and opening duties are completed prior to learners and RBTs arriving.
Serve as the first point of contact for learners, caregivers, and staff; ensure a welcoming, professional environment, including managing and directing phone calls throughout the day.
Day to day scheduling for the center through our EHR platform and coordinating cross-center support when needed.
Back-end operational support, including managing timecards and time off requests, tracking attendance and scheduling patterns, and completing audits to ensure accurate documentation and time keep reporting.
Back-up support to therapists for non-clinical related items such as; policy clarification, supporting a clean/spill, gathering supplies if therapists are unable to do so or watching a client if appropriate while staff takes a break (i.e., bathroom breaks).
Maintain up-to-date documentation and records relevant to operations, vendors, and staff.

Clinical Policy & Procedure Oversight

Ensure clinic operations align with internal policies, licensing regulations, and best practices in ABA service delivery.
Support clinical leadership by monitoring adherence to clinical policies and procedures.
Enforcement and follow through with company policies and procedures and may assist in the progressive discipline process under the direction of the CD.
Assist in identifying and addressing compliance issues, and report concerns to the appropriate leadership.

Inventory & Supplies Management

Manage inventory of office and clinical supplies; track usage and submit timely purchase requests.
Supply ordering and stocking - ensure proper inventory is tracked and purchased to maintain appropriate stock at all times.
Oversee organization and cleanliness of clinic spaces, including therapy rooms, common areas, and staff workstations.
Support the center with daily cleaning tasks and maintaining a welcoming environment.

Vendor & Facility Coordination

Act as the primary liaison with external and internal vendors including building maintenance, janitorial services, and supply providers.
Coordinate repairs, installations, and facility needs to ensure a safe and efficient work environment.

Staff Communication & Coordination

Coordinate onboarding logistics for new hires, including preparation of materials and first-day orientation.
Orientation and Training Support—coordinate and facilitate BT/RBT onboarding orientation and schedule training into CentralReach and facilitate training on platforms including and
Maintain clear, consistent internal communication with staff through weekly updates, reminders, and schedules.
Send ongoing staff communications such as policy updates, scheduling reminders, birthdays, and team recognition.
Support marketing efforts, which includes capturing photos/reels and utilizing our company platforms to recognize staff.
Drive positive center culture and support staff retention efforts.

Qualifications

Skills & Qualifications

Associate’s or Bachelor’s degree in Business Administration, Healthcare Administration, or related field preferred.
Prior experience in healthcare, behavioral health, or ABA strongly preferred.
Demonstrated ability to manage administrative tasks and support staff in a clinical environment.
Strong interpersonal, organizational, and multitasking skills.
Proficiency in Microsoft Office, Google Workspace, and scheduling platforms.

At Momentum Behavior Services, we celebrate diversity and are committed to creating an inclusive environment for all team members. We are proud to be an Equal Opportunity Employer.

About Us

Evidence-based, compassionate ABA therapy. We support individuals and families in making meaningful progress every day.

Email: intake@mbsaba.com

Services