Administrative Specialist (ABA/Behavioral Health)

About Us: GBE Alliance is comprised of a network of licensed individuals who specialize in autism spectrum disorders to provide telehealth and direct services for individuals with autism and their families-paving a way for a brighter future. We pride ourselves on being an all-encompassing resource, providing autism evaluations for a clinical diagnosis, ABA treatment, speech therapy, and occupational therapy. Experts in the field have formed an alliance to help families in Tennessee and Kentucky access high-quality, compassionate ABA services tailored to their child's unique needs. 

Position Summary: The Clinical Operations & Administrative Specialist provides cross-functional support to ABA and behavioral health operations, ensuring continuity across scheduling, revenue cycle management (RCM), human resources, and administrative functions. This role serves as a back-up and support resource to clinical leadership, administrative teams, and providers, helping maintain compliance, service delivery, and operational efficiency in a fast-paced clinical environment. 

Key Responsibilities:  

Clinical Scheduling & Operations 

• Provide back-up support for client and staff scheduling, including BT/RBT, BCBA, and supervision schedules 
• Assist with schedule adjustments related to cancellations, call-outs, and coverage needs 
• Support coordination of treatment hours, supervision requirements, and clinic-based services 
• Ensure schedules align with authorizations, staffing ratios, and clinical requirements 
• Communicate schedule changes to clinical teams and families in a professional and timely manner 

Revenue Cycle Management (RCM) & Authorizations 

• Assist with insurance authorization tracking and verification 
• Support claims follow-up, billing inquiries, and payer communications 
• Help identify and resolve documentation or authorization barriers that impact reimbursement 
• Collaborate with clinical and administrative teams to support timely and accurate billing 
• Maintain awareness of payer-specific requirements relevant to ABA services 

Human Resources & Recruiting Support 

• Assist with interviewing, screening, and coordination of candidates for ABA roles (BTs, RBTs, BCBAs, administrative staff) 
• Support onboarding, orientation, and training coordination 
• Assist with HR documentation, credential tracking, and compliance requirements 
• Provide back-up support for employee relations inquiries and internal communications 
• Maintain confidentiality of employee records and sensitive information 

Compliance & Regulatory Support 

• Support compliance with state, federal, and payer requirements applicable to ABA and behavioral health services 
• Assist with documentation tracking related to credentialing, background checks, and training requirements 
• Support accreditation, audit preparation, and quality assurance initiatives (e.g., BHCOE, Medicaid, MCOs) 
• Help maintain organized records and logs as required by regulatory agencies 

Administrative & Cross-Functional Support 

• Assist leadership with reporting, data tracking, and operational metrics 
• Support clinic administrative functions and daily operational needs 
• Serve as a flexible resource to assist with cross-departmental needs and special projects 
• Contribute to process improvement initiatives that enhance efficiency and service quality 

• Experience in ABA, behavioral health, healthcare administration, or related field preferred 
• Knowledge of ABA service delivery models and clinical roles (BT, RBT, BCBA) 
• Familiarity with scheduling, billing, or authorization processes in healthcare settings 
• Strong organizational and multitasking skills 
• High attention to detail and problem-solving ability 
• Strong written and verbal communication skills 
• Ability to maintain confidentiality and professionalism 
• Proficiency with electronic health records and administrative systems (e.g., CentralReach, Paycom, or similar platforms) 

 
Work Style & Expectations 

• Highly adaptable with the ability to shift priorities as clinical and operational needs change 
• Proactive, dependable, and solution-focused 
• Collaborative team player supporting both clinical and administrative teams 
• Comfortable working in a regulated healthcare environment 
• Strong sense of accountability and follow-through 

• Competitive salary commensurate with experience  
• Health, dental, and vision insurance options  
• 401(k) retirement plan 
• Ongoing professional development opportunities  
• Supportive and collaborative work environment  
• Meaningful work that makes a difference in the lives of individuals and families  

GBE Alliance is an Equal Opportunity Employer and is committed to providing a workplace free from discrimination and harassment. Employment decisions are made without regard to race, color, religion, creed, sex (including pregnancy, sexual orientation, gender identity or expression), national origin, ancestry, age, disability, genetic information, marital status, veteran status, citizenship, or any other characteristic protected by applicable federal, state, or local law. 

GBE Alliance complies with all applicable laws governing nondiscrimination in employment and is dedicated to ensuring equal opportunity in recruitment, hiring, training, promotion, compensation, benefits, discipline, and termination.