Program Clinic Manager

Kaleidoscope ABA Autism Therapy Services

Fairfax (VA)

On-site

USD 65,000 - 85,000

Full time

13 days ago

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Benefits offered by this job

Medical, Dental, and Vision Insurance

Paid Time-Off

Long-Term Disability and LifeInsurance

401k with a 6% match

Weekly Pay

Job summary

Kaleidoscope ABA Autism Therapy Services seeks a Program Operations Manager in Fairfax, VA to oversee day-to-day Center operations, recruitment, scheduling, and customer service. This role maintains staff records, supports budgeting for caseloads, and liaises between administrative and clinical teams to ensure smooth service delivery.

The position requires a Bachelor's degree, strong organizational skills, and excellent communication.

Qualifications

Bachelor's degree or equivalent work experience is required.
Experience in scheduling and office operations within a healthcare or therapy setting is valued.
Strong communication and confidentiality practices are essential.
Ability to manage multiple tasks and meet deadlines in a fast-paced environment.

Responsibilities

Oversee day-to-day Center operations and administration.
Coordinate recruitment, scheduling, and staffing within budgeted hours.
Provide high-quality customer service and maintain accurate records.
Support HR, Operations, and Clinical departments as liaison between admin and clinical staff.

Skills

Strong rapport-building skills

Sense of urgency

Time management

Organization skills

Communication skills

Attention to detail

Professional appearance

Education

Bachelor's degree

Marketing, Business Administration, or Healthcare degree preferred

Tools

Microsoft Office

Outlook

Zoom

GoToMeeting

ReThink software

Job description

Location: FAIRFAX, VA

Location: Fairfax, VA 22030

Date Posted: 09/01/2026

Category: Center Based

Education: Bachelors Degree

Title: Program Operations Manager

Type: PERMANENT ONLY

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.