ABA Clinic Operations Manager

Aviation ABA Therapy is hiring an ABA Clinic Operations Manager to lead daily operations at our new clinic in Provo, UT. This is a full-time, in-person position ideal for someone with an ABA or behavioral health background.

About the Role

As our ABA Clinic Operations Manager, you'll be the go-to person for keeping the clinic running smoothly. This is a dynamic, operations-focused role, not a clinical position. You'll own the day-to-day business side of the clinic including scheduling, front desk management, inventory, facility coordination, and administrative workflows. You'll partner with our Clinical Director and CEO, freeing them to focus on clinical quality while you ensure the operational engine runs without a hitch.

A large portion of your time will be dedicated to managing schedules for both clients and staff within the clinic, with the potential to expand into coordinating in-home scheduling as needed. You'll also contribute to business development and marketing efforts, help plan clinic events and community outreach, and serve as the primary liaison with our property manager for any facility-related needs. While this is a non-clinical role with no assessments or direct clinical decision-making, RBT certification is strongly preferred so you can step in and support sessions when needed.

Responsibilities

• Scheduling & Coordination
  • Manage and optimize day-to-day client and staff scheduling, a core focus of the role
  • Minimize cancellations and maximize session coverage through proactive schedule management
  • Coordinate schedule changes, make-up sessions, and coverage adjustments in real time
  • Support in-home scheduling coordination as the company grows
• Front Desk & Clinic Operations
  • Run front desk operations and serve as the first point of contact for families, greeting clients, answering questions, and creating a welcoming environment
  • Manage day-to-day clinic operations including opening/closing procedures and facility upkeep
  • Own inventory management: tracking, organizing, and restocking clinic materials and supplies
  • Act as the primary liaison with the property manager for facility maintenance, repairs, and building-related needs
• Administrative & Team Support
  • Support onboarding of new RBTs and clinic staff, including orientation scheduling, training logistics, and credentialing follow-up
  • Execute tasks and projects assigned by the Clinical Director and CEO
  • Maintain organized client records and ensure HIPAA compliance across all clinic operations
  • Assist with insurance authorization follow-ups, intake coordination, and billing support as needed
  • Track and report clinic KPIs including utilization rates, cancellation rates, and intake pipeline progress
• Business Development & Community Outreach
  • Support business development and marketing initiatives to help grow the clinic
  • Help plan and coordinate clinic events, community outreach efforts, and referral source relationship-building
  • Assist with outreach to pediatricians, schools, and local organizations throughout Utah County
  • Help plan and execute staff events, team meetings, and in-service training sessions

Requirements

• Ideally 2+ years of experience in ABA therapy, behavioral health, or a pediatric healthcare setting
• Strong organizational and multitasking skills. You thrive in a fast-paced, dynamic environment
• Excellent communication and interpersonal skills with both families and clinical staff
• Proficiency with scheduling systems, EMR platforms, and standard office software (Microsoft 365)
• Knowledge of HIPAA regulations and healthcare compliance fundamentals
• Flexibility to work some late afternoons and evenings as needed to support clinic coverage
• High school diploma or equivalent required; associate's or bachelor's degree preferred

Skills

• Strongly Preferred
  • RBT certification (Registered Behavior Technician). While this is a non-clinical operations role, RBT certification allows you to step in and support sessions when the clinic needs it
  • Direct experience with client and staff scheduling in an ABA or therapy clinic setting
  • Experience with Medicaid billing processes or insurance authorization workflows
• Bonus Qualifications (Nice-to-Haves)
  • Familiarity with Passage Health or similar ABA practice management / EMR systems
  • Bilingual in Spanish and English
  • Previous supervisory or office management experience in a clinical or therapy setting
  • Experience with marketing, social media, or community outreach in a healthcare setting

Benefits

• Competitive Compensation: $50,000–$65,000 annual salary based on experience, with room for advancement
• Comprehensive Benefits: Health insurance, PTO, professional development support, and referral bonuses
• Modern Facilities: Work in our newly opened Provo clinic, a modern, child-friendly environment built for quality care
• Ground-Floor Opportunity: Join a brand-new location at the start and help shape how it runs
• Career Growth: Clear leadership pathways with opportunities for advancement as we grow
• Supportive Team Culture: Join a collaborative, mission-driven team focused on client success and clinical quality
• Boutique ABA Model: A personalized, boutique-style approach prioritizing meaningful outcomes over high volume

Pay

$50,000–$60,000/year

Schedule

• Full-time, Monday through Friday
• In-person at our clinic: Provo, UT
• This is not a remote or hybrid position
• Fast-paced, child-friendly clinical environment
• Flexibility to work some late afternoons and evenings as needed to support clinic coverage