Institute for Applied Behavior Analysis · 2 days ago
Operations Coordinator
Pasadena, California, United States
Full-time
Onsite
New Grad, Entry Level
$26/hr - $29/hrIABA – 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.
Assisted LivingHealth CareMental HealthWellness
Responsibilities
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
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
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
Qualification
Required
Highly organized and detail-oriented
Excellent customer service skills
Ability to 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
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
Maintain positive, collaborative working relationships with staff, clinical teams, leadership, families, and third-party stakeholders
Maintain confidentiality of PHI and other sensitive information
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
Company
Institute for Applied Behavior Analysis
Institute for Applied Behavior Analysis is a mental health care company that provides autism and developmental disabilities solutions.
Founded in 1981
501-1000 employees
Funding
Current Stage
Late StageLeadership Team
Thomas Wills
Co-founder
Company data provided by crunchbase