Program Clinic Manager

Kaleidoscope ABA Therapy Services; Fairfax (VA); On-site; USD 70,000 - 95,000; Full time

Benefits offered by this job

Medical, Dental, Vision Insurance

Paid Time Off and holidays

Disability and Life Insurance

401k with match

Weekly pay

Job summary

Kaleidoscope Family Solutions ABA, Inc is seeking an Operations Manager in Fairfax, VA to oversee daily operations, staffing, scheduling, and HR/administrative tasks for the center. You will coordinate clinical and admin activities, ensure accurate case records, and maintain staff availability aligned to insurer budgets.

The role requires strong communication, organization skills, and the ability to manage multiple priorities in a fast-paced environment.

Qualifications

• Bachelor's degree or equivalent work experience.
• Degree in Marketing, Business Admin or Healthcare preferred.
• Experience with scheduling and operations processes.
• Experience in a medical/therapy environment is a plus.

Responsibilities

• Manage day-to-day operations and staffing to meet budgeted hours.
• Recruitment, scheduling, customer service, reporting and admin tasks.
• Maintain accurate records of staffing and service delivery for each case.
• Support HR, Operations and Clinical departments; liaison between admin and clinical staff.
• Coordinate master schedule and case assignments with insurer approvals.

Skills

Phone communication

Urgency

Independent work

Time management

Prioritization

Attention to detail

Process administration

Communication

Team collaboration

Active listening

Professionalism

Education

Bachelor's Degree or equivalent

Marketing/Business/Healthcare degree

Tools

MS Office

Outlook

Database skills

Zoom

GoToMeeting

ReThink software

Job description

Location

Fairfax, VA 22030

Date Posted

08/01/2026

Title: Program Operations Manager

Location: FAIRFAX, VA

Summary

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.

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.

Program Clinic Manager

Class: Program Manager

Type: PERMANENT ONLY

Ref. No.: 1300284-13

BC: #KFS210

Company

Kaleidoscope Family Solutions ABA, Inc

Contact

Contract Contact: HQ Careers

Office Email: [e-mail]

Office Phone: 877-ABA-0399

Office Address: 950 E Haverford Road, Suite 100A, Bryn Mawr, PA 19010

About Us

Responding to this post or registering on the KFSABA.org website is for information transfer only and is not an application, employment offer or commitment. When and if opportunities are presented, you may accept or decline such opportunities at your sole discretion. Further steps are required to complete your registration with the Kaleidoscope Family Solutions ABA, Inc. dba Kaleidoscope ABA. We appreciate your interest in our agency and look forward to meeting with you.