Job description
BAE provides ABA therapy to individuals with autism and other neurodiversities.
The Office Coordinator at our ABA agency plays a pivotal role in ensuring the efficient operation of administrative functions, facilitating the delivery of exceptional services to our clients, supporting our clinical team, and providing vital and time-sensitive scheduling support to clients and staff on a day-to-day basis. This position serves as a central point of contact for internal and external stakeholders – the office coordinator organizes office activities, manages administrative tasks, and ensures that scheduling needs are addressed promptly and efficiently, and are communicated adequately and accurately, according to BAE’s scheduling protocols.
Administrative Responsibilities:
- Greeting and directing clients, staff, and visitors with a friendly and professional demeanor.
- Implementing efficient check-in and check-out procedures.
- Coordinating the booking of clinic rooms and maintaining an up-to-date shared calendar of room services and availability.
- Overseeing the clinic's appearance and functionality by conducting regular inspections and organizing spaces as needed.
- Implementing emergency drills and ensuring adherence to safety protocols to maintain a secure environment for clients and staff.
- Managing postings and signage throughout the clinic to ensure clear and up-to-date information.
- Enforcing company policies, including dress code and sick policy, and maintaining high standards of professionalism among staff.
- Monitoring inventory levels, stocking office supplies, and placing orders to ensure adequate supply levels.
- Primary contact and office support for LA region teams, including leadership and clinical staff; be available to answer questions and operate as a direct report to the Director of Operations on any issues of concern. Assist the DOO in problem-solving any challenges that arise in the office's daily operations.
- Conducting periodic internal audits to ensure compliance with company policies, procedures, and regulations.
- Serve as a liaison between employees and management. This may involve answering inquiries, relaying messages, and disseminating information.
- Assist with special projects or initiatives as assigned by senior management, including research, planning, implementation, etc.
Scheduling Responsibilities:
- Assist the regional scheduler(s) in tasks associated with scheduling, such as:
- Communicating with families and staff regarding availability and desired hours.
- Participating in aspects of schedule development and schedule management for clients and staff within the area, under the direction and supervision of the division schedulers.
- Fielding cancellations/scheduling calls and assisting with rescheduling appointments.
- Assigning and supporting any material and space needs for providers’ non-therapy work in the office upon a late cancellation without a possible re-route.
- Assisting in identifying materials and space needs for independent computer/desk/PD work.
- Utilizing scheduling tools to identify availability, capacity, and productivity of staff to maximize client service utilization.
Position Requirements
- Prior experience with friendly customer service.
- Ability to work in a fast-paced office environment.
- Comfortable with problem-solving.
- Expertise in the use of Mac computers.
- Good organization, communication, and attention to detail.
- Positive, friendly attitude. A desire to be of service.
- Experience with multi-line telephone systems.
- Ability to multi-task and maintain a calm demeanor while doing so.
- Detail oriented.
- Independently/internally motivated.
- Able to take direction/tasks from several individuals.
- Bilingual written and verbal fluency required.
Physical requirements:
- Ability to lift maximum of 50 pounds
- Bending/ stooping, pushing and pulling
- Prolonged standing and sitting
- Multi-hour daily computer use required
- Must be able to hear and speak clearly in order to communicate with guests, clients, and staff
So many benefits
Working at BAE has some great perks!
- Medical, dental, and vision insurance after 60 days of full time employment
- Paid time off accrual (PTO and sick time)
- Tuition discount partnerships
- Discounts through GreatWorkPerks ranging from groceries, dining, travel, retail shopping, auto services, theme parks, movie tickets and more!
Behavior And Education provides services in Southern California throughout the greater Los Angeles area, South Bay beach cities, Long Beach and Orange County, Inland Empire, High Desert regions of antelope and apple valleys, San Gabriel Valley, and San Fernando Valley; as well as in Las Vegas, Nevada and Austin, Texas.
ABA therapy is an effective approach to behavior change and skill development. Our clients learn meaningful skills through fun and motivating teaching interactions. In a recent independent survey sent to our clients, 90% of BAE clients indicated the quality of their family's life has improved since their child began services with BAE.
Make a positive change in your life and the lives of others!
Job Type: Full-time
Pay: $18.00 - $23.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- Dental insurance
- Employee discount
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Retirement plan
- Tuition reimbursement
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Application Question(s):
- Are you available to work from the hours of 10:00am-6:30pm?
- What compensation range are you seeking?
Experience:
- Microsoft Office: 1 year (Preferred)
- Administrative experience: 1 year (Preferred)
Language:
Work Location: In person