Operations Manager

Job Description

Job Description

Job Position: Operations Manager

Position Summary:

The Operations Manager is responsible for the day-to-day operational success of one assigned Propel Autism clinic. This role partners closely with the Clinical Director to create an exceptional experience for clients, families, and team members by ensuring efficient operations, maintaining compliance, supporting staff, and fostering a positive clinic culture.

The Operations Manager serves as the operational leader of the clinic, overseeing scheduling support, family onboarding, facility management, technology, employee engagement, and operational processes that allow the clinical team to focus on delivering outstanding client care.

Clinic Operations:

• Oversee the daily non-clinical operations of the assigned Propel Autism clinic.

• Partner closely with the Clinical Director to remove operational barriers that impact client care.

• Ensure the clinic maintains a safe, organized, welcoming, and efficient environment for clients, families, and employees.

• Monitor operational workflows and identify opportunities to improve efficiency and overall family experience.

• Assist with implementation of new operational processes and company initiatives.

• Support operational needs during periods of growth or increased client demand.

Family Experience & Client Intake:

• Welcome prospective families by coordinating clinic tours and introducing Propel Autism services.

• Coordinate client intake activities to ensure a seamless onboarding experience.

• Manage service agreements and ensure all required documentation is completed accurately and maintained appropriately.

• Collaborate with Scheduling, Clinical Leadership, and Billing to support a smooth transition from intake to active services.

• Maintain exceptional customer service while serving as a primary operational resource for families.

Scheduling Support:

• Provide backup scheduling support to maintain continuity of clinical services.

• Assist with schedule adjustments resulting from staff absences, client cancellations, or operational changes.

• Collaborate with Clinical Leadership to optimize schedules and maximize continuity of care.

• Support operational communication regarding scheduling changes when needed.

Team Member Onboarding:

• Coordinate onboarding for new employees assigned to the clinic.

• Ensure new hires have the equipment, workspace, system access, and resources necessary for a successful first day.

• Create a welcoming onboarding experience that reflects Propel Autism's culture and values.

• Partner with Human Resources, Talent Acquisition, and Clinical Leadership throughout the onboarding process.

Culture & Employee Engagement:

• Foster a positive and engaging clinic culture.

• Coordinate employee appreciation events, recognition programs, celebrations, and team-building activities.

• Promote employee engagement initiatives that reinforce Propel Autism's mission and values.

• Partner with clinic leadership to support employee morale and retention.

Technology Support:

• Provide first-level operational support for clinic technology.

• Troubleshoot operational issues related to:

• Tablets

• Printers

• Central Reach

• Internet and basic hardware

• Coordinate with IT vendors and support teams when escalation is necessary.

• Assist employees with operational technology questions and system access.

Facility Management:

• Manage the day-to-day maintenance and operational needs of the assigned clinic.

• Coordinate preventative maintenance, repairs, vendor services, and equipment upkeep.

• Maintain inventory of operational and office supplies.

• Ensure the clinic remains clean, organized, functional, and welcoming.

• Coordinate facility improvements and maintenance projects with approved vendors.

• Report facility concerns promptly and ensures timely resolution.

Safety & Compliance:

• Maintain compliance with Propel Autism policies and procedures.

• Ensure the clinic follows HIPAA, OSHA, and applicable to federal, state, and local regulations.

• Assist with operational audits and compliance initiatives.

• Support emergency preparedness procedures and workplace safety initiatives.

• Maintain required operational documentation and records.

Operational Collaboration:

• Partner daily with the Clinical Director to ensure efficient clinic operations.

• Collaborate with Talent Acquisition, Human Resources, Billing, Scheduling, and Executive Leadership as needed.

• Communicate operational updates and identify opportunities for continuous improvement.

• Support special projects and operational initiatives assigned by leadership.

Qualifications:

Required

• 1+ years of operations, healthcare administration, office management, or multi-department coordination experience. Experience in ABA, behavioral health, healthcare, or pediatric services.

• High school diploma or GED required.

• Experience supporting client scheduling or intake of coordination.

• Experience with practice management software (Central Reach preferred).

• Supervisory or team leadership experience.

• Strong organizational and project management skills.

• Excellent communication and interpersonal skills.

• Ability to prioritize multiple responsibilities in a fast-paced environment.

• Strong problem-solving and decision-making skills.

• Proficiency with Microsoft Office Suite and Google Workspace.

• Ability to learn and effectively utilize Central Reach, Paycom, and other operational systems.