Clinic Coordinator

Job Summary: The Clinic Coordinator is responsible for managing and optimizing day to day operations within the assigned clinic. The Clinic Coordinator will support Applied Behavior Analysis (ABA) services at our clinic. This role requires excellent organizational, communication, and customer service skills to ensure daily operations run smoothly. The Clinic Coordinator will act as a primary point of contact for client families, clinicians, vendors, and other guests within the assigned location. 

Key Responsibilities:  

• Track RBT and client attendance spreadsheet(s).  
• Mail client warning letters. 
• Maintain communication with RBTs and clients on attendance and any barriers they may face.  
• Ensure the clinic is stocked with needed supplies. 
• Order supplies, RBT materials, etc as needed and update the expense sheet. 
• Update the emergency preparedness plan (monthly drills). 
• Track RBT and client productivity weekly. 
• Update the RBT credentialing spreadsheet. 
• Ensure all staff are safety care trained. 
• Ensure all mandatory paperwork signed by employees as well as clients is filed away. This may include (media release, authorization for pickup, medical forms, and medical release forms). 
• Communicate with the clinical leadership on any medication or health forms. 
• Meet with all new hires and ensure iPads and all materials are ready for them on the first day. 
• Answer all emails and phone calls in a timely manner. 
• Confirm RBT request off in Central Reach and place on the time off tracker. 
• Maintain open communication with the scheduler.  
• Communicate with staff on any new policies or changes. 
• Attend the Office Manager weekly meeting and discharge weekly meeting.  
• Enforce dress code, attendance policy, weekly cleaning schedules, and upkeep of RBT rooms.  
• Other duties as assigned.  

• Bachelor's Degree in Business Administration, Healthcare Management, Psychology, or a related field preferred, high school diploma, GED, or equivalent experience required.  
• Active RBT certification  
• 2+ years' experience in an office management or administrative role, preferably within a healthcare, behavioral health, or therapy setting strongly preferred. 
• Knowledge of ABA principles and terminology is a plus, or the willingness to learn the basics of ABA to support staff and families effectively. 
• Ability to prioritize tasks, manage multiple projects simultaneously, and ensure smooth operations within a busy office environment. 
• Capable of interacting with families, therapists, administrative staff in a professional manner required.  
• Strong ability to handle documentation, data entry, and other administrative tasks with precision and accuracy. 
• Ability to anticipate challenges, identify solutions, and implement effective processes to address any issues that arise. 
• Proven ability to manage time efficiently and meet deadlines, balancing administrative tasks with supporting clinical staff. 
• Experience handling sensitive information in a professional and confidential manner, particularly related to patient health data and privacy regulations (HIPAA compliance). 
• Strong working knowledge of Microsoft Office Suite (Word, Excel, PowerPoint) and office management software or databases. 
• Current CPR certification preferred, or willingness to obtain. 
•  A strong sense of initiative and the ability to take ownership of tasks with minimal supervision. 
• Provide availability in order to match clinic schedules of 7:45 am – 6 pm. 

 Physical Requirements:  

• Prolonged Sitting: The job involves prolonged periods of sitting at a desk or workstation while performing tasks such as computer work, data analysis, and communication.  
• Physical capabilities include walking, occasional running, standing, sitting, kneeling, stooping, crouching, crawling, twisting, reaching above head, pulling, bending, and lifting up to 50 pounds. 

What We Offer:

• Competitive pay with opportunities for growth.
• Comprehensive training.
• Supportive team environment with ongoing supervision and mentorship from experienced BCBAs.
• Opportunities for professional development and advancement within the company.
• Meaningful work that makes a difference in the lives of individuals and families.
• For full-time staff:
• Health, dental, and vision insurance options.
• Paid Time Off
• Paid Holidays
• 401(k) retirement plan

What is ABA (Applied Behavior Analysis)?Applied Behavior Analysis (ABA) is a proven, science-based approach to understanding and improving behavior. At its core, ABA focuses on helping individuals develop important life skills by breaking them down into small, manageable steps and using positive reinforcement to encourage progress. It’s a widely recognized and effective method for working with children and adults with developmental disabilities, including autism spectrum disorder (ASD).

About Us: GBE Alliance is comprised of a network of licensed professionals who specialize in autism spectrum disorders for individuals with autism and their families - paving the 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 around the globe access the services they need. Join our team of passionate professionals and make a meaningful impact on the lives of those we serve.

Global Behavior Education Alliance, LLC (GBE Alliance) is an Equal Opportunity Employer. We do not discriminate against qualified applicants based upon any protected group status, including but not limited to race, color, creed, religion, gender, national origin, ancestry, age, marital status, military or veteran status, sexual orientation, physical or mental disability or medical condition as defined by applicable equal opportunity laws.

Join our team and help us create brighter futures for children and families!