Program Manager - IBHS Autism Services

Kaleidoscope ABA Autism Therapy Services; Bryn Mawr (PA); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401k with match

Weekly pay

Job summary

Kaleidoscope ABA is seeking a Program Coordinator in Bryn Mawr, PA to support ABA program operations, staff management, scheduling, and client services. You will handle intake coordination, insurance checks, and billing documentation in a fast-paced clinical setting.

The role emphasizes collaboration with BCBA/LBS/BHT teams, maintaining schedules, and driving service delivery quality while managing deadlines and communication with families and internal teams.

Qualifications

• Bachelor's Degree or equivalent work experience.
• Bachelor's degree in Marketing, Business Administration, or Healthcare Management, preferred.

Responsibilities

• Assess new referral service needs based on established criteria.
• Ensure children have proper insurance eligibility.
• Coordinate therapeutic services including intake packet collection and coordination with clinical staff and recruiting teams.
• Maintain a schedule of key deadlines for each case.
• Work with the clinical team to monitor effectiveness of services and reassess needs.
• Maintain documentation of care coordination in the electronic health record.
• Meet with clients and families regularly within established contact parameters.
• Coordinate weekly service schedules of assigned providers.
• Support collection and verification of weekly service hours for billing.

Skills

Rapport-building

Urgency

Independence

Time management

Multitasking

Attention to detail

Process consistency

Communication

Listening skills

Professional appearance

Education

Bachelor's degree

Marketing or Healthcare Management preferred

Tools

Microsoft Office

Excel

PowerPoint

Outlook

Job description

Location

Bryn Mawr, PA 19010

Date Posted

09/01/2026

Category

Administrative

Education

Bachelors Degree

Position Overview

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

Summary

The Program Coordinator will be involved in many facets of the ABA program operations including day-to-day staff and services management, recruitment, scheduling, customer service, reporting and general administrative tasks. The Program Coordinator will work to maintain and grow the program census/caseload according to the program's objectives

Essential Functions

• Assess new referral service needs based on established criteria
• Ensure children have proper insurance eligibility
• Coordinate therapeutic services including collection of intake packet, coordinate with clinical staff and recruiting teams, maintain schedule of services
• Maintain a schedule of key deadlines for each case
• Work with clinical team to monitor the effectiveness of services. Reassess service needs.
• Maintain appropriate documentation of all care coordination/case management services provided in the electronic health record
• Meet with the client and responsible parent within established parameter of the initial contact and maintain follow-up meetings weekly
• Establish and maintain coordination with all relevant parties.
• Work collaboratively with the clinical treatment team (BCBA, LBS, BHT) to ensure services are coordinated
• Coordinate weekly service schedules of assigned providers
• Support the collection and verification of weekly services hours and documentation for appropriate billing.

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 business operations, business growth and development, staff scheduling, personnel management, customer acquisition and other 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 Management, preferred.

Experience

• 5 years of management in a professional environment, preferably in medical, behavioral health, PT, OT office (or similar) operation.
• Experience building and retaining customers.
• 5 to 7 years experience managing and developing staff preferred.Prior Practice Managers and Retail Managers are encouraged to apply.

Skills & Abilities

• Strong rapport-building skills and ability to manage staff.
• 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 center consistently.
• Superb communication skills.
• 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.

Working Conditions

• Exposure to constant or intermittent sounds is sufficient to cause distraction.
• Considerable stress may occur at times due to the pressure of meeting service requirements.
• Hours of work: 7:30a 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.

Equal Opportunity

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

Job Details

• Title: Program Manager - IBHS Autism Services
• Class: Operations Manager
• Type: PERMANENT ONLY
• Ref. No.: 1311605-9
• BC: #KFS210
• Company: Kaleidoscope Family Solutions ABA, Inc
• 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