Job Description

The Institute for Applied Behavior Analysis (IABA) is hiring an Operations Scheduling Coordinator in Brea, CA!

We are looking for a driven self-starter with excellent communication and organization skills and an upbeat attitude. Candidates should be able to assist operations and all visitors to the company by handling office tasks, providing polite and professional assistance via phone and written communication, and generally being a helpful and positive presence in the workplace. Operations coordinators act as a liaison between the clinical staff and operations team by providing support and customer service as the initial point of contact to visitors.

To be successful as an Operations Coordinator at IABA, candidates should be professional, polite, and attentive while also being accurate. They should always be prepared and responsive, willing to meet each challenge directly. Ops Coordinators must be comfortable with computers, Microsoft Teams, NPAWorks, Central Reach and general office tasks, and excel at both verbal and written communication.

Operations Coordinator Responsibilities:

● Monday - Friday; In-person at our Brea, CA Clinic

● Reconciles and audits clinic schedule for non-billable hours and provides feedback to the supervisor and assists to minimize non-billable hours

● Uses operational checklist to perform weekly responsibilities and perform weekly operation audits

● Maintains Client Scheduling labels as it pertains to their assigned clinics

● Documents communication and cancellations accurately and in a timely manner

● Maintains accurate schedules along with staff and client availability for assigned locations

● Generates scheduling and billing reports and maintains assigned clinic lists

● Works with the clinical team to ensure timely session conversion and signatures

● If coverage is needed, assist or fill in for administrative support

● Partners with Operations Managers for drive folder and file organization

● Evaluate, report, and correct risks/compliance concerns

● Provide excellent customer service to clients, external and internal business partners

● Provide clerical support and assist with office management functions for the clinic by maintaining office supply inventory, filing, and assisting in the process of paperwork requests by the corporate administrative team (authorizations, consents, Explanation of Benefits, etc.)

● Work with other departments for timely paperwork and task completion

● Maintains a presentable environment for our clients, their families, and staff including daily sanitation and upkeep as needed

● Assists in the completion of accreditation tasks and responsibilities

● Completes work accurately and timely, meeting deadlines

● Maintains positive, productive, and collaborative working relationships with staff, clinical team, management, and customers including families and third-party stakeholders.

● Completes or assists in the completion of client file requests

● Maintains confidentiality of Personal Health Information (PHI) and other privileged information

● Performs other responsibilities as assigned

● Job Type: Full-Time, Non-Exempt, $18.00 - $22.00/hour

Requirements

• Must be at least 18 years of age, required
• Must have a High School Diploma, or equivalent, required
• Bilingual in English and Spanish
• Experience or interest in working with individuals with disabilities preferred
• Reliable means of transportation required
• Experience in an administrative role preferred
• Background clearance, Required
• Cleared TB test, where required
• Maintain a clean and professional appearance

Benefits

• Health Insurance
• Dental Insurance
• Life Insurance
• Employee Assistance Program
• 401(K) Retirement Plan
• Paid Time Off (Both vacation and sick time)
• Comprehensive Paid training & ongoing training opportunities
• Cell phone reimbursement
• Frequent opportunities for advancement & recognition
• Employee discount

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