Scheduling and Operations Coordinator

About the Company

Animate Behavior is a boutique-sized Applied Behavior Analysis (ABA) agency, small enough that we all know each other, and big enough to have the resources to support our staff and learners. We operate exclusively in the Bay Area, maintaining a hyper-focus on the unique needs of each of our young clients.

Location

This is an in-person position at our Office / Early Learner Center in beautiful Emeryville, CA.

Position Summary

You will be joining an administrative team of current and former ABA clinicians who are dedicated to supporting our clients, families and our staff out in the field. The mission of the Operations Coordinator is to aid in the day-to-day operations of Animate Behavior, supporting the company in providing ethical and high-quality services to our young learners. As the Operations Coordinator, you will be supervising the Scheduling and Operations Assistants. This means you will have a role in the success of various company operations and learn the essential mechanics of each department.

This is an mid level administrative position. Our ideal candidate has demonstrable administrative skills, and experience in ABA, medical, and/or childcare fields and operations.

Minimum Qualifications

• Strong computer skills and intuition in learning new computer systems
• Excellent organizational and time management skills
• Proven ability to prioritize multiple projects
• Detail-oriented administrative skills
• Excellent phone etiquette with strong written and oral communication skills
• Professional communication skills and the ability to work cooperatively in a team
• The ability to sit at a computer for long periods of time, climb stairs, use a telephone and keyboard, and lift heavy boxes or files of up to 30lbs as needed
• Availability to work on-site full-time within these hours: Monday –Friday 8am-5pm.

Preferred Qualifications

• 2 years of Office Management, Operations, or other Administrative experience
• Experience with Microsoft, Office 365 and Central Reach
• Experience in the ABA field in an administrator or operations role
• Experience as an ABA clinician or with Autism and other DD populations

Essential Responsibilities

Scheduling Operations Duties (~60%)

• Operate the day to day and ongoing processes of the Scheduling Department
• Determine Scheduling Department needs and priorities
• Process, assign and complete Scheduling Tickets
• Set up appointments between clients and staff
• Determine scheduling changes and cancellation pay when cancellations occur
• Organize employee events and training as needed
• Manage referrals process, assigning tasks to appropriate departments
• Distribute Parent Handbooks and gather signatures of acknowledgment
• Propose optimized schedule for new/wait listed clients for approval
• Manages the time off request process
• Track client/staff cancellations and alert the appropriate departments
• Field incoming calls from clients and staff as they relate to scheduling
• Creates the agenda for and leads the weekly scheduling meetings
• Use email, teams and phone to appropriately communicate clients and staff schedule
• Supervisor Scheduling and Operations assistants in day-to-day activities
• Assign daily and weekly tasks to supervisee sand following up on deadlines
• Completes evaluations of all supervisees and provides regular feedback on performance
• Creates and maintains a monthly performance bonus system for supervisees

Administrative Operations Duties (~40%)

• Manage client and staff authorizations
• Manage onboarding and termination of clients and staff on Central Reach
• Input New Clients into Central Reach
• Run payroll audits in preparation of payroll
• Assist Payroll Department in running and auditing payroll
• Assist in the administrative training of new hires
• Make recommendations for hire for the Scheduling Department
• Other operations tasks as assigned

Benefits and Compensation

• $24-$32 per hour based on experience and qualifications.
• 1 hour of sick time accrued for every 30 hours worked
• Life Insurance and Employee Assistance Program
• Health, Vision, and Dental Insurance for full-time staff
• Paid Vacation Leave and Paid Holidays (7 per year) after 6 months for full time staff
• Retirement Savings matching after 1 year for full time staff
• Office snacks, parks and walking trails right outside the office, and delicious places to eat and soak up the Bay Area sun nearby

COVID-19 considerations

Full vaccination required and subject to accommodations.

Job Type: Full-time

Pay: $24.00 - $32.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Experience:

• Operations: 1 year (Required)

Ability to Relocate:

• Emeryville, CA 94608: Relocate before starting work (Required)

Work Location: In person

Salary : $24 - $32