Program Clinic Manager

Kaleidoscope ABA Autism Therapy Services; Fairfax (VA); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Medical, Dental, and Vision Insurance

Paid Time Off (PTO) including holidays

Long-Term Disability and Life Ins.

401k with employer match

Weekly pay

Job summary

Kaleidoscope ABA is seeking a Program Clinic Manager to join its team in Fairfax. The role focuses on managing daily operations, recruitment, scheduling, and service delivery coordination within the Center.

You will maintain staff records, build a master schedule, and ensure appropriate staffing aligned with insurer hours. The position requires a Bachelor's degree or equivalent experience, strong organizational and communication skills, and the ability to work with clinical and administrative

Qualifications

• Bachelor's degree or equivalent work experience required.
• Bachelor's degree in Marketing, Business Administration, or Healthcare preferred.
• 1–2 years medical, dental, therapy, PT, OT office administration or scheduling required.
• 3–5 years experience preferred; prior practice managers encouraged.
• Professional conduct with confidentiality and ethical standards.

Responsibilities

• Oversee day-to-day operations, staffing, scheduling, and customer service.
• Handle recruiting, reporting and general administrative tasks for the center.
• Maintain accurate records related to staffing and service delivery per case.
• Create, maintain and manage a master schedule and adequately staff clinical cases per insurer hours.
• Support HR, Operations and Clinical departments; liaise between admin and clinical staff.
• Serve as the primary contact for case assignment and staff availability; coordinate with management.

Skills

Strong rapport-building

Sense of urgency

Time management

Organization

Multi-tasking

Attention to detail

Process standardization

Communication skills

Collaboration with ABA staff

Professional appearance

Education

Bachelor's Degree or equivalent work experience

Bachelor's degree in Marketing, Business Administration, or Healthcare (preferred)

Tools

Microsoft Office

Word

Excel

PowerPoint

Outlook / Email

Zoom

GoToMeeting

ReThink software

Job description

Location: FAIRFAX, VA

Location: Fairfax, VA 22030

Date Posted: 10/01/2026

Category: Center Based

Education: Bachelors Degree

Program Operations Manager

Join an established - and growing - organization as Kaleidoscope ABA looks for its newest addition to the team- as an Operations Manager. The Program Operations Manager position is an integral part in Kaleidoscope ABA's mission to deliver therapeutic services to children with autism.

Summary

The Program Operations Manager will be involved in many facets of the business including day-to-day management, recruitment, scheduling, customer service, reporting and general administrative tasks in support of the Center's operations. Additionally, they maintain accurate records related to the staffing and delivery of service for each case as well as assist in the creation, maintenance, and management of a master schedule, adequately staffing clinical cases according to the budgeted hours per client as authorized by the client's insurer. The Operations Manager will support HR, Operations, and the Clinical department as well their respective functions, acting as a reliable source of information to staff, clients, peers, and management. They will be the liaison between the administrative and clinical staff and act as the primary point of contact regarding case assignment and staff availability. Additional duties may be assigned based on the needs of the company.

Benefits & Advantages

• Medical, Dental, and Vision Insurance through United Healthcare.


• Paid Time-Off, to include Vacation, Sick, and 8 Paid Holidays.


• Long-Term Disability and Life Insurance.


• 401k with a 6% match and a two-year vesting schedule.


• Weekly Pay each Thursday.

Job Qualifications

• To perform this job successfully, the individual must be able to perform each essential duty satisfactorily, be able to react to change productively, and handle other essential tasks as assigned. The individual must possess professional knowledge and experience regarding scheduling and skills pertinent to operations.


• Display a high standard of ethical conduct and respect confidentiality principles.


• Exhibit honesty and integrity.


• Work and communicate with internal and external clients to meet their needs in a polite, courteous, and cooperative manner.

Education

• \" Bachelor's Degree or equivalent work experience.


• \" Bachelor's degree in Marketing, Business Administration, or Healthcare, preferred.

Experience

• \" 1-2 years medical, dental, therapy, PT, OT office (or similar) administration or scheduling required.


• \" 3-5 years experience preferred.


• \" Prior Practice Managers are encouraged to apply.

Skills & Abilities

• Strong rapport-building skills, especially on the phone.


• Sense of urgency.


• Ability to work independently towards assigned goals.


• Excellent time management and organization skills.


• Ability to manage multiple tasks, prioritize tasks, and meet deadlines.


• Attention to detail.


• The ability to administer processes across the company consistently.


• Superb communication skills.


• Able to work collaboratively with ABA personnel.


• Ability to listen and communicate well with management, staff, and families/clients.


• Professional appearance and presentation required.

Computer Skills

• Proficient in Microsoft Office applications including Word, Excel, and PowerPoint is an essential skill.


• Proficiency in using email and Outlook.


• Ability to keep accurate records, work in the database, use Excel, and track processes accurately.


• Ability to use Zoom meeting and Go To Meeting software.


• Ability to learn ReThink software within 30 days.

Working Conditions

• Exposure to constant or intermittent sounds is sufficient to cause distraction.


• High demand for telephone work.


• Considerable stress may occur at times due to the pressure of meeting deadlines.


• Hours of work: 8:30a to 5:00p; must fulfill the duties of the position regardless of the number of hours worked. May vary depending on current recruitment projects. See offer letter for assigned hours. May be changed at any time based on changing company needs.


• Performing these duties on a full-time basis is an essential function of this position.


• Must have the ability to read and respond to emails and accept calls outside of work hours.

Kaleidoscope Family Solutions ABA and its subsidiaries and affiliates do not discriminate and are Equal Opportunity Employers.

Title:

Program Clinic Manager

Class:

Program Manager

Type:

PERMANENT ONLY

Ref. No.:

1300284-15

BC:

#KFS210

Company:

Kaleidoscope Family Solutions ABA, Inc

Contract Contact:

HQ Careers

Office Email:

[e-mail]

Office Phone:

877-ABA-0399