Program Clinic Manager

Kaleidoscope ABA Therapy Services; Fairfax (VA); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

Medical, Dental, and Vision Insurance

Paid Time-Off including Vacation, Sick, and 8 Paid Holidays

Long-Term Disability and Life Insurance

401k with a 6% match

Weekly pay each Thursday

Job summary

Kaleidoscope ABA Therapy Services is seeking a Program Operations Manager in Fairfax, VA to oversee the daily operations of therapeutic services for children with autism. The successful candidate will manage scheduling, recruitment, and administrative tasks while acting as a liaison between clinical and administrative staff. Candidates should have a solid understanding of scheduling operations and possess a Bachelor's Degree or equivalent experience. The role requires strong communication and organizational skills, along with proficiency in Microsoft Office.

Qualifications

• 1–2 years in medical, dental, therapy, PT, OT administration or scheduling.
• 3–5 years preferred, with prior Practice Managers encouraged to apply.

Responsibilities

• Manage day-to-day operations and staffing schedules.
• Act as liaison between administrative and clinical staff.
• Maintain accurate records for staffing and service delivery.

Skills

Scheduling and operations knowledge

Strong rapport-building skills

Time management

Attention to detail

Education

Bachelor's Degree or equivalent work experience

Preferred degree in Marketing, Business Administration, or Healthcare

Tools

Microsoft Office (Word, Excel, PowerPoint)

Zoom and GoToMeeting software

ReThink software (ability to learn)

Job description

Program Operations Manager

Location: Fairfax, VA

Join an established and growing organization as Kaleidoscope ABA looks for its newest addition to the team—an Operations Manager. The Program Operations Manager plays a key role in delivering 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. The manager maintains accurate records related to staffing and service delivery, assists in creating, maintaining, and managing a master schedule, and ensures clinical cases are staffed according to budgeted hours per client authorized by insurers. The Operations Manager supports HR, Operations, and the Clinical department, acting as a reliable source of information for staff, clients, peers, and management. The manager is the liaison between administrative and clinical staff and serves as the primary point of contact regarding case assignment and staff availability. Additional duties may be assigned as needed.

Benefits & Advantages

• Medical, Dental, and Vision Insurance through United Healthcare
• Paid Time-Off including 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

• Professional knowledge and experience in scheduling and operations
• High standard of ethical conduct and confidentiality
• Honesty and integrity
• Polite, courteous, and cooperative communication with internal and external clients

Education

• Bachelor's Degree or equivalent work experience
• Preferred bachelor’s degree in Marketing, Business Administration, or Healthcare

Experience

• 1–2 years in medical, dental, therapy, PT, OT office or similar administration or scheduling
• 3–5 years 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, and meet deadlines
• Attention to detail
• Consistent administration of processes across the company
• Superb communication skills
• Collaborative work with ABA personnel
• Active listening and clear communication with management, staff, and families
• Professional appearance and presentation required

Computer Skills

• Proficiency in Microsoft Office (Word, Excel, PowerPoint)
• Proficiency using email, Outlook, and database tools
• Accurate record-keeping and Excel tracking
• Use of Zoom and GoToMeeting software
• Ability to learn ReThink software within 30 days

Working Conditions

• Exposure to constant or intermittent sounds may cause distraction
• High demand for telephone work
• Considerable stress may occur due to deadline pressure
• Hours 8:30 a.m. to 5:00 p.m.; duties may require work outside scheduled hours
• Full-time basis is essential, with potential schedule changes based on company needs

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