Breakthrough ABA -
Job description
Status – Full-time
Reports To : Executive Director of Clinical Services
Breakthrough ABA is now hiring for a Scheduler / Center Administrator in the Cypress, TX area
Join the Breakthrough ABA Family!
Breakthrough ABA, founded in 2022, is a rapidly growing company providing in-home, center-based, and community ABA services across the greater Houston area and Beaumont. Driven by a personal connection to developmental disabilities, our founder and BCBA leads with passion and commitment to witnessing progress for our clients and families. At Breakthrough ABA, we embrace our core values of integrity, collaboration, continuous improvement, client-centered care , accountability , and growth orientation , which guide every aspect of our work.
Joining us means being part of a supportive, mission-driven team that values professional growth, teamwork, and the opportunity to make a meaningful impact. If you share our dedication to transforming lives, we invite you to become a part of our Breakthrough ABA Family—where your passion meets purpose.
Responsibilities
This is a unique opportunity to help establish the culture and administration procedures for our organization. The role is well-suited for a candidate with administration background who is eager to drive differentiated clinical care for clients and families.
Responsibilities : Communication
- Communicate to parents or staff schedule changes or cancellations for day, week, or month
- Answer and transfer phone calls and take phone messages, as needed.
- Send emails to clients and forward client messages to the correct recipient
- Compose letters, memorandums, presentation materials from verbal direction or from knowledge of organization policy and procedures in an accurate and efficient fashion.
- Handle concerns and complaints from clients
- Business correspondence
- Complete customer service tasks
- Update calendar, as needed.
- Review “Contact Us” from website and respond to new inquiries
- Greet visitors in the office
Scheduling
Schedule appointments for clients and supervisorsCheck to ensure all sessions are filled for the dayCommunicate with coworkers and directors to review agendasStart building tech schedules for following weekPlan company meetingsSet up and plan events such as office parties, dinners, and team building activitiesSet up and plan in and out of office events including team lunches, meet-ups, and client & industry events.Onboarding Employees
Welcome new employees into the office and get them acquainted to the workplaceProvide and assist new employees with appropriate paperwork needed for the first dayIntroduce new employees to coworkers and managementDemonstrate how office software is used and where to find the appropriate records and filesAssist the new hire with setting up their company emailSet up new employee accounts on different softwaresOnboarding Clients
Intake calls with new families as neededComplete benefits checkSchedule initial appointment with intake familiesReview client paperwork / add profile in data management systemSend onboarding paperwork to familyEnter authorizations that have been receivedSend authorizations out to family and team to notify them of new authorizationsSchedule first assessment datesConnect client to BCBA / RBT / BTReview onboarding paperwork for signatures and completionBookkeeping
Record daily incoming and outgoing transactionsUpdate office accountsProcess paymentsKeep track of receipts for company expensesReimburse employees for work-related expensesAssist with payroll, accounts payable, and / or accounts receivable processing.Prepare, submit, and track expense reports.Maintain records and receipts for all company charges.Organization
Maintain calendars for the CEOProcess incoming and outgoing mail; file documents appropriately and deliver to appropriate destination.Manage email distribution lists and create groups, new email creation etc.Manage office inventory and materials suppliesCreate and maintain documents and processes digitally and physically to ensure efficiency of the office (contact lists, software licenses, computer distribution records, etc.)Computer / Technology
Use programs in Microsoft Office SuiteMaintain office equipmentUtilize software to update the company website and / or blogOrder office supplies when neededPerform online research for various topicsUtilize billing and payroll softwares to input information for clients and / or employeesDictate meeting notesPrepare for online conferencesTranscribe various forms of information and input into correct locationHandle computer requests, repairs, and distribution of related equipment.Other
Maintain social media accountsUpdate employee handbookGather and organize paperworkAssist with departure of employeesEnsure cleanliness of workplaceOpen and closes clinicRequired Education and Experience :
An associate’s degree in business or related fieldSuccessful initial and on-going background checksScheduling experience for in-home health careExperience working in administration for another ABA provider is preferredExperience with medical billing is preferredExperience with Quickbooks is preferedMust be self-directed and work to achieve objectives with little oversight.Hard working, self-starter with a high level of flexibility as priorities and needs change.Demonstrate ability to multi-task and prioritize.Must be trustworthy and reliable and able to deal appropriately with confidential information.Knowledge of HIPPA regulationsMust have excellent written and communication skills.Team player with the ability to effectively interact with a wide variety of personalitiesBenefits :
Competitive salaryPTO and paid holidays401(k)401(k) matchingProfessional development assistanceReferral programWork-life balanceMedical, dental and vision benefitsTeam building events
