What are the responsibilities and job description for the Program Coordinator / BCBA - School Department position at Holding Hands OpCo LLC?

Program Coordinator / BCBA - School Department

Department : Clinical

Employment Type : Full Time

Location : Glendale, CA

Compensation : $75,000 - $110,000 / year

Description

Holding Hands is looking for a full-time Applied Behavior Analysis (ABA) Program Coordinator who shares our vision of providing high-quality ABA services across all contracted school districts. We are seeking a team player with exceptional leadership and management skills who values diversity, collaboration, contract fulfillment, and a solution-driven mindset. The job is multi-faceted, and the candidate should possess significant attributes to fit the role.

As a Program Coordinator, your primary responsibility would be to establish and lead a team of quality clinicians, including Board Certified Behavior Analysts (BCBAs), Associate Clinical Supervisors (ACS's) or other mid-level supervisors, and Behavior Technicians (BTs). You will ensure that each client and the school team are treated with respect, compassion, and empathy. Your role includes developing individualized programming that meets clients' specific needs while adhering to BACB ethical standards and Holding Hands' policies.

This position is pivotal in delivering exceptional training and ensuring quality assurance for ABA programs across assigned districts and school sites. The Program Coordinator will conduct regular on-site evaluations to maintain the highest standards during direct supervision and therapy sessions. Additionally, they will establish and oversee structured monthly and quarterly goals for clinic supervisors, driving progress and accountability. By fostering excellence in programming and care delivery, the Program Coordinator plays a critical role in ensuring every client receives the highest level of service and support.

This individual will work collaboratively with all levels of school district staff, fostering strong partnerships to ensure effective communication and seamless service delivery. They will attend school meetings as needed and proactively address potential concerns, taking swift action to resolve urgent situations and maintain program integrity and collaboration with our district partners.

A Day in the life of a Program Coordinator

Build and lead a team of quality clinicians (BCBAs, ACSs, BTs), fostering internal and external talent development for local clinics.
Provide clinical and administrative oversight to BCBAs and ACSs in your home clinic, offering support with urgent clinical matters.
Maintain a minimum of 30 billable hours per month to monitor quality assurance (QA).
Conduct monthly supervision and QA for cases with limited authorized supervision (0-1 hours / month).
Review and ensure the quality of clinical treatment plans, client paperwork, reports, sessions, and billing. Perform regular observations of clinical staff and QA checks on direct supervision, therapist training, and mentorship.
Ensure BCBAs and ACSs deliver the highest quality clinical assessments, programming, and behavior intervention plans.
Proactively address client concerns, ensuring appropriate interventions for clients showing regression or lack of progress.
Monitor and ensure fulfillment of supervisor contracts, ensuring supervisors and ACS staff meet all requirements.
Collaborate with the Office Manager and School Department Scheduler to align client schedules with recommended treatment and service delivery.
Act as a liaison between BCBAs, ACSs, BTs, clients, school IEP teams, the School Department Associate Director, HR, Billing, and Training Departments. Monitor schedules in Rethink to ensure ethical billing practices.
Conduct monthly performance reviews and feedback sessions for supervisors on both billable and non-billable hours.
Provide supervision for RBTs as needed, ensuring they receive their required 5% supervision.
Offer supervision hours for BCBA candidates when appropriate.
Conduct quarterly and annual evaluations for supervisors, and manage balanced case assignments for team members.
Collaborate with the School Department Associate Director on pipeline prospects.
Stay current with ABA research; conduct at least one CEU training per year for the ABA team and participate in training and case study review calls.
Implement and oversee clinic goals, objectives, policies, and procedures while ensuring compliance with legal guidelines and board standards.
Support client terminations and transitions for the assigned clinic.
Provide ongoing mentorship and performance evaluations for direct reports.
Assist with employee relations in collaboration with the Office Manager / Scheduler and the Associate Director.
Review and edit IEP progress reports and FBAs, ensuring deadlines are met.
Organize monthly School Department remote training on various topics.
Address and resolve any crises or urgent situations that arise.

Qualifications - What you bring to the table

Certification Requirements : BCBA certification with at least 3 years of experience in the field

2 years of management experience preferred.

Demonstrated ability to exercise sound judgment in decision-making.

Proven leadership and management skills with a strong ability to inspire and guide teams.

Exceptional customer service skills to foster positive relationships with clients, staff, and stakeholders.

Effective verbal and written communication skills for clear and professional interactions.

Solution-oriented problem-solving abilities with a focus on achieving optimal outcomes.

In-depth knowledge of clinical policies, procedures, and best practices.

Experience attending IEP meetings and working in school settings.

Strong capability to delegate tasks and manage action items effectively.

Compassion and cultural sensitivity when working with diverse populations of clients and staff.

Ability to balance empathy with firmness when necessary to support accountability and progress.

Excellent organizational and prioritization skills to manage multiple responsibilities effectively.

Completion of the 8-hour supervision CEU training.

Availability to work full-time (Monday to Friday), with flexibility for weekend emergency calls as needed.

Completion of AB-1172 Training.

Benefits & Perks - What Holding Hands has to offer :

Benefits & Perks!

Competitive Salary

401(k) with a company match

Sick / mental wellness time off & Paid Time Off

Paid Trainings & continued education allowance

Medical, dental, and vision insurance

Paid Holidays

Unlimited Referral Bonus

Monthly Diversity, Equity, and Inclusion support meetings open to all staff

Monthly Mental Wellness support meetings open to all staff

Monthly Registered Behavior Technician® group meetings

Annual Performance Reviews with an opportunity for pay increases

Mileage reimbursement

Flexible and supportive company culture

Team-building social events throughout the year

Salary : $75,000 - $110,000

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