Program Manager - IBHS Autism Services

Kaleidoscope ABA Therapy Services; Northern (KY); On-site; USD 52,000 - 76,000; Full time

Job summary

Kaleidoscope Family Solutions ABA, Inc. is seeking a Program Coordinator to join our expanding ABA program in Bryn Mawr, PA.

This role will handle day-to-day operations, staffing logistics, referral coordination, scheduling, and customer service to support children with autism. The Program Coordinator will work with clinical and recruiting teams, maintain service timeliness, and ensure accurate documentation and reporting within the electronic health record system.

Qualifications

• Bachelor's degree or equivalent work experience; healthcare/administrative exposure preferred.
• Strong leadership and people-management skills with ability to coordinate multiple teams.
• Proven ability to manage confidential information and adhere to privacy standards.

Responsibilities

• Assess referral service needs and coordinate intake and scheduling.
• Ensure insurance eligibility and verify service requirements.
• Coordinate services with clinical staff and recruiting teams for timely delivery.
• Maintain deadlines and documentation in the electronic health record.
• Meet with clients and parents, and maintain regular follow-up meetings.

Skills

Staff scheduling

Customer service

Communication

Time management

Organization

Confidentiality

Ethics

Education

Bachelor's degree

Tools

Microsoft Office

Excel

Outlook

Job description

Location: Bryn Mawr, PA 19010

Date Posted: 08/01/2026

Category: Administrative

Education: Bachelors Degree

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

Summary of 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.

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

Title: Program Manager - IBHS Autism Services

Class: Operations Manager

Type: PERMANENT ONLY

Ref. No.: 1311605-8

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

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.