Operations Coordinator

IABA – Institute for Applied Behavior Analysis is seeking a highly organized and detail-oriented Operations Coordinator to support daily office operations, scheduling, and administrative functions. This role is essential to ensuring smooth communication across departments and delivering excellent customer service to families, providers (internal and external), and funding sources.

The Operations Coordinator plays a key role in coordinating client and staff schedules, supporting clinical teams, maintaining accurate records, and ensuring operational excellence across programs.

Location: Pasadena, CA
Schedule: Monday–Friday, 8:00 a.m.–4:30 p.m. (In-office)
Employment Status: Full-Time, Non-Exempt
Pay Range: $26.00 – $29.00 per hour (based on experience and qualifications)

Key Responsibilities:

Customer Care

• Provide excellent customer service to clients, families, internal staff, and external partners
• Manage incoming company phone calls, professionally screening and directing callers
• Maintain office supply inventory and ensure a professional, welcoming office environment
• Assist with client file requests and documentation
• Partner with the Client Service Management team to gather required paperwork (e.g., authorizations)
• Manage the IABA and Patterns monthly newsletter process, including coordination of content, design, and timely distribution

Operational Excellence

• Pull, track, and audit daily hours worked; alert management of discrepancies
• Manage IABA contract documentation by processing POS batches from SCIP, STEP, and Respite Department inboxes
• Organize, label, split, and file documents using Adobe; update Daily Hours Provided spreadsheets
• Maintain the Client Master Schedule in collaboration with area supervisors
• Conduct daily audits of hours worked, contract utilization, and data accuracy in client management systems
• Document communications and cancellations accurately and in a timely manner
• Maintain accurate staff and client schedules and availability for assigned locations
• Generate scheduling and billing reports and maintain assigned clinic lists
• Collaborate with clinical teams to ensure timely session conversion and signature completion
• Maintain personnel files and training audit documentation in collaboration with Human Resources
• Support shared drive and file organization across departments
• Coordinate with other departments to ensure timely paperwork completion and task follow-through
• Complete work accurately, efficiently, and within established deadlines

Core Values & Expectations

• Maintain positive, collaborative working relationships with staff, clinical teams, leadership, families, and third-party stakeholders
• Maintain confidentiality of PHI and other sensitive information
• Perform other duties as assigned

Skills & Knowledge

• Strong written and verbal communication skills
• Basic math and reading proficiency
• Comfortable using computers, tablets, and other electronic devices
• Strong problem-solving and critical-thinking skills
• Ability to self-manage, prioritize tasks, and work independently

Qualifications:

• Must be at least 18 years of age
• High School Diploma or equivalent required
• Administrative or operations experience preferred
• Experience or interest in working with individuals with disabilities preferred
• Reliable transportation required
• Background check and fingerprint clearance required

Physical Requirements

• Prolonged periods of sitting and working at a computer
• Ability to navigate office and clinic environments
• Ability to lift up to 15 pounds

• 401(k)
• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Paid sick time
• Paid Holidays (6)
• Referral program
• Vision insurance