Program Operations Coordinator

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

Benefits offered by this job

Medical/Dental/Vision Insurance

Paid Time Off (Vacation/Sick/Holidays)

Long-Term Disability

Life Insurance

401(k) with 6% match

Weekly pay

Job summary

Kaleidoscope ABA seeks a Program Operations Coordinator to join our Chandler, AZ center. The role supports HR, operations, and clinical departments, ensuring smooth daily activity, staffing, and service delivery.

The coordinator manages scheduling, records, and communication with staff, clients, and insurers. As a key liaison, you will drive efficiency across administrative and clinical functions, manage a master schedule, and help meet budgeted hours per client while maintaining high service

Qualifications

• Bachelor's degree or equivalent work experience required.
• Experience in medical or behavioral health operations preferred.
• 5 years of management experience in a professional setting.
• Experience building and retaining customers.
• Staff development experience preferred.

Responsibilities

• Oversee day-to-day staff and services management.
• Lead recruitment, scheduling, customer service, and reporting.
• Maintain accurate records for staffing and services per client.
• Support creation, maintenance and management of master schedule.
• Staff appropriately to budgeted hours per client with insurer approval.
• Serve as liaison between admin and clinical staff; main contact for case assignment.

Skills

Staff scheduling

Operations management

HR coordination

Customer service

Communication

Time management

Attention to detail

Microsoft Office

Excel

PowerPoint

Education

Bachelor's degree or equivalent

Marketing/Healthcare Mgmt degree preferred

Tools

Microsoft Office

Excel

PowerPoint

Database systems

Job description

Program Operations Coordinator

Location: Chandler, AZ

Summary

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

The Clinic Coordinator will be involved in many facets of the center operations including day-to-day staff and services 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 Clinic Coordinator 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 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.