Assistant Clinic Operations Manager

Clinic Operations Assistant Manager Job Summary

The Clinic Operations Assistant Manager supports the day-to-day operational execution of clinic and regional activities under the direction of the Clinic Operations Manager. This role is responsible for maintaining schedule accuracy, ensuring clinic readiness, and completing administrative and operational tasks that support consistent, efficient service delivery.

The Clinic Operations Assistant Manager plays a critical role in preparing daily operations, resolving issues, and ensuring that scheduling, communication, and clinic environments are organized and up to standard. This position focuses on execution, follow-through, and proactive problem-solving to support both immediate operational needs and upcoming clinic demands.

Clinic Operations Assistant Manager Key Responsibilities and Duties

Scheduling Execution & Accuracy Support

• Maintain and update client and Behavior Technician (BT) schedules in CentralReach based on direction from the Clinic Operations Manager and real-time needs
• Audit schedules daily to ensure accuracy, completeness, and alignment with staffing plans
• Identify scheduling gaps, overlaps, and inconsistencies, and resolve or escalate as appropriate
• Monitor timesheet and session conversion completion, proactively following up with staff to ensure all required documentation is completed accurately and within established deadlines. Escalate recurring or unresolved issues to the Clinic Operations Manager
• Support real-time scheduling adjustments during assigned hours, including call-outs and cancellations

Clinic Operations & Readiness

• Ensure clinic spaces are organized, stocked, and prepared for daily operations
• Monitor and restock supplies; communicate needs to the Clinic Operations Manager
• Identify operational or facility issues and escalate for resolution
• Support general clinic organization, cleanliness, and functionality throughout the day
• Assist in preparing materials or activities that support client engagement and daily programming

Administrative Support & Follow-Through

• Track and maintain operational records, including scheduling logs, supply tracking, and internal trackers
• Assist with pulling basic reports related to scheduling, attendance, and utilization
• Complete assigned administrative tasks related to clinic operations, onboarding preparation, and internal processes
• Ensure assigned tasks and follow-ups are completed accurately and on time
• Cover Clinic Operations Manager tasks during absences

Team Coordination & Communication

• Serve as a point of contact for operational questions during assigned hours
• Communicate scheduling updates, reminders, and follow-ups to staff as directed
• Support onboarding logistics, including clinic coordination for new hires
• Escalate issues, risks, or barriers to the Clinic Operations Manager in a timely manner

End-of-Day Operations & Next-Day Readiness

• Review and finalize schedule accuracy for upcoming days
• Address outstanding issues from the current day or clearly document and communicate remaining items
• Prepare the clinic and schedule for a smooth transition into the next business day
• Maintain a clear and updated handoff log for the Clinic Operations Manager

*Job Responsibilities and Duties are subject to change

Perks and Benefits

• Competitive Salary & Benefits: A comprehensive package with opportunities for performance-based bonuses.
• 60 hours PTO
• 60 hours of sick time
• Health/Dental/Vision - available to full-time employees, working more than 30 hrs/wk
• 401(k) with matching
• Flexible schedule options
• Mileage reimbursement
• Career Growth: Step Forward ABA is growing, and we provide room for advancement within our organization.
• Professional development assistance
• Tuition discount for several online universities
• Student Analyst Program
• Paid RBT Training Program
• Supportive Team Culture: Join a team that values collaboration, respect, and the joy of making a difference.
• Annual celebrations and team events
• Positive Work Environment: From staff appreciation events to community outreach, we believe in creating a place where people love to work and families feel welcome.
• Referral program

Pay

$45,000.00 - $55,00.00 Yearly

Who You Are

• Organized: You thrive on creating systems that keep everything running smoothly.
• Problem Solver: You're resourceful and proactive in finding solutions.
• Adaptable: You stay steady and flexible when priorities shift in a fast-paced environment.
• Community-Minded: You enjoy representing your team and building positive connections with families and local partners.
• If you're ready to bring your skills to a role where your work directly supports children, families, and a mission-driven team - we'd love to hear from you. Apply today to join Step Forward ABA!

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