ABA Office Manager - Danville

Description

The Office Manager will provide support to the Director by coordinating and overseeing the day-to-day office operations. Provide support to department staff. Serve as a customer liaison. Collect, analyze, and create reports as needed. Support departmental planning, monitoring progress. Work to enhance service delivery and ensure compliance with rules and regulations. Assist the Director with special projects as assigned.

Duties/Responsibilities:

• Perform reception tasks including greeting visitors, answering phones, and handling administrative tasks and other front desk responsibilities.
• Facilitate day-to-day center operation.
• Update and manage daily schedule including staff and client callouts.
• Assist in the approval process for absence requests and maintain attendance records for staff and clients.
• Receive and direct visitors, phone inquiries, and faxes.
• Compose, prepare, and review incoming/outgoing correspondence.
• Coordinate events and meetings as well as prepare minutes and any materials required. 8. Provide support to the ABA Clinical team and administrative team.
• Prepare reports or memorandums as requested.
• Oversee, coordinate, and manage any outside contractors or service providers including maintenance, cleaning, etc.
• Oversee secured areas in the administrative area and throughout the center.
• Respond to inquiries regarding staff, agencies, programs, or services.
• Maintain administrative filing systems including client and staff information and backup records.
• Ensure proper operation/maintenance of center equipment.
• Monitor and maintain inventory of center supplies and materials and make purchases as needed.
• Prepare and process purchase authorizations as requested and maintain records and receipts for all company credit card purchases.
• Coordinate maintenance projects and maintain a tracking sheet as directed.
• Assist in budgeting and monitoring expenses for the ABA Department.
• Maintain a schedule to seek out community events and represent the company when needed.
• Create reports and submit them to the director or other executives as directed.
• Help facilitate clear and consistent communication between departments.
• Ensure staff hours are entered and accurately tracked for payroll daily to ensure ethical billing standards.
• Be a collaborative member of the organization by being involved with committees such as the Safety Committee, Media Team, and others that are appropriate.
• Maintain communication with staff and client families and caregivers through multiple methods of communication including but not limited to email, text, Teams, and phone calls.
• Assist the Director of ABA Clinical Services with staff conversations including disciplinary action.
• Utilize security cameras to review concerns, complaints, or allegations and supervise overall clinic safety as needed.

Requirements

Education and Experience:

• Preferred bachelor's degree in a related field and/or extensive experience as an Office Manager in a clinical setting.
• 2+ years of supervisory or management experience preferred.
• Experience with scheduling service providers in a clinical or similar setting.
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Strong emotional intelligence and work to solve problems.
• Highly versatile and resourceful team player, with the ability to also be self-motivated and work independently.
• Demonstrated abilities in problem-solving and conflict resolution.
• Good working knowledge of rehabilitation services and programs.
• Ability to handle front desk and reception responsibilities with a basic understanding of bookkeeping and accounting principles.
• Valid driver's license and auto insurance.
• Ability to prioritize and delegate tasks.
• Strong emotional intelligence.
• Team player.
• Self-motivated with the ability to work independently.
• Proven ability to handle confidential information.
• Demonstrate the highest level of customer service.
• Excellent presentation and communication skills, written and verbal.
• Ability to achieve high-performance goals.
• Meet deadlines in a fast-paced environment.
• Advanced knowledge of Outlook, Word, Excel, PowerPoint, and other software programs.
• Problem solving.
• Conflict resolution.
• Working knowledge of ABA services and programs.
• Ability to handle front desk and reception responsibilities.
• Basic understanding of bookkeeping and accounting principles.

Physical Requirements:

• The employee is frequently required to stand, walk, and sit.
• The employee is required to use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl and taste or smell.
• The employee must be able to lift and/or move up to 35 pounds.
• The employee must be able to run short distances if needed.