Join our ABA team at the Rockville Clinic as an Office Administrator!

***Must be fluent in Spanish and English***

This role will be in-person Monday - Wednesday 7:30am to 8:30pm, or Thursday - Saturday 7:30am to 8:30pm

Benefits

• Annual $500 CEU stipend

• PTO + paid holidays

• Health, dental, vision plans

• 401(k) with employer contributions

Essential Job Functions

Scheduling & Daily Operations

• Manage daily clinic schedules including processing staff and client cancellations (e.g., illness, vacation, medical appointments).

• Coordinate coverage for client sessions due to staff cancellations and arrange alternate work assignments for staff due to client cancellations.

• Maintain and update appointment records in Scheduling Software with proper time and labels for staff and clients arriving late or leaving early.

• Monitor schedule adherence report scheduling trends to the Clinic Operations Manager.

• Communicate schedule changes to caregivers and staff in a timely manner; address and resolve scheduling conflicts professionally.

Front Desk & Client Support

• Welcome visitors and families by greeting them in person or by telephone; answer or refer inquiries and direct visitors to appropriate areas.

• Coordinate drop-off and pick-up activities, ensuring client safety coming to and from the clinic.

• Answer phones and direct calls to appropriate parties; take detailed messages when necessary.

• Maintain security by following procedures, monitoring the visitor log, and ensuring no client information is disclosed through intentional or incidental exposure.

• Receive and distribute deliveries; provide overall security monitoring at the clinic entrance.

Facility & Inventory Management

• Maintain cleanliness and organization of the overall clinic; conduct morning, shift-change, and PM clinic walkthroughs using the Clinic Maintenance Checklist.

• Manage clinic inventory; place orders for office, therapy, and bathroom supplies as needed.

• Complete, record, and receive all purchase requests; maintain accurate receipts and submit logs monthly to the accounting department.

• Support in-home clinicians by preparing and distributing therapy materials and supplies as directed.

Administrative Support

• Update and maintain the clinic Calendar of Events, bulletin boards, and coordination of incoming and outgoing mail.

• Maintain continuity among work teams by documenting and communicating actions, irregularities, and ongoing needs.

• Assist with opening and closing procedures and complete day-to-day duties that keep the clinic running smoothly.

Onboarding & Staff Support

• Serve as a point of contact for new hire onboarding administrative logistics, including distributing new hire materials, key cards, name tags, and assigning lockers.

• Assist with implementing staff appreciation and employee engagement initiatives at the direction of clinical leadership.

• Perform other duties as assigned by the Clinic Operations Manager or Clinical Leadership.

Position Accountability

Responsive to questions and concerns; providing exceptional customer service to clients, families, and staff. Maintain employee and client confidentiality per agency policy and all applicable privacy regulations. Demonstrate strong attention to detail while managing multiple high-priority tasks simultaneously. Model professional behavior that is respectful of the diverse needs and values of clients and their families.

Qualifications

Education & Experience

• High school diploma or equivalent required.

• Bilingual in Spanish - required.

• 1–3 years of administrative or customer service experience required.

• Experience in healthcare scheduling, preferably in ABA therapy or behavioral health, preferred.

Knowledge, Skills & Abilities

• Clear and professional communication skills, including telephone and email etiquette.

• Proficiency in Microsoft Office and Google Suite.

• Experience with scheduling software and electronic health/medical records (EHR/EMR) systems

• Strong organizational skills and the ability to work independently as well as in a team environment.