Center Coordinator

About the Role

The Center Coordinator serves as the primary point of contact for the center, providing administrative support to ensure smooth operations within a clinical setting. This role focuses on meeting daily staffing and scheduling needs, maintaining center supplies, and ensuring timely submission of session documentation. Additionally, the Center Coordinator supports training in Applied Behavior Analysis (ABA), Safety Care, and CPR Certification for trainees and current employees, ensuring new hires progress through the RBT certification process effectively.

Responsibilities

• Greet, welcome, direct, and check visitors in and out.
• Answer, screen, and forward incoming phone calls, providing basic information as needed.
• Conduct reminder calls to clients for the following business day.
• Receive and sort daily mail, deliveries, and couriers.
• Maintain security by following procedures and controlling access (monitor logbook, issue visitor badges).
• Update appointment calendars and schedule meetings/appointments.
• Perform clerical duties such as filing, photocopying, collating, and faxing.
• Update data in Salesforce (patient data, therapist data, etc.).
• Check phone messages and upload documents into an EMR system.
• Maintain order in the lobby and waiting room.
• Construct and gather therapy materials.
• Manage the daily staffing schedule in collaboration with the clinical team to ensure appropriate patient staffing.
• Assist the Center Manager with interviewing and onboarding new staff.
• Ensure session notes and billing documentation are submitted through appropriate systems by specified deadlines.
• Lead employees to accomplish job objectives, inspire confidence, and maintain effectiveness under pressure.
• Maintain standards for center functions and identify patient needs within the pediatric center.
• Practice effective problem identification and resolution skills.
• Develop and implement staffing standards for center programs with effective, economical use of resources.
• Identify and participate in special projects, developing standards and competencies related to implementation.
• Adhere to Hopebridge policies, procedures, and HIPAA regulations to protect patient rights and privacy.
• Maintain a positive attitude and foster a patient and co-worker satisfaction level that limits adverse situations.
• Generate team spirit by creating an environment that fosters staff satisfaction, engagement, and productivity.
• Attend special education programs and in-service trainings related to the clinic.
• Ensure ABA therapists complete new hire training, including RBT training requirements, in a timely manner.
• Facilitate the logistical components of new trainee certification (e.g., determining RBT Mentors, leading Day 1 experience, signing up for BACB accounts/exams, completing RBT certification records).
• Supplementarily train new hires on skills and concepts to ensure successful completion of competency exams and high-quality ABA therapy.
• Track new hire training performance, provide feedback, and report updates to the Clinic Manager and BCBA.
• Follow up on trainee status at 15, 30, 60, and 90 days of hire.
• Provide coaching, modeling, and demonstration of specific strategies as tasked by the Clinical Leadership team.
• Serve as the first point of contact for physical management assistance to support RBTs and patients.
• Ensure accuracy and timely filing of incident reports.
• Stay current in research and training regarding ABA principles.
• Model exemplary employee performance through professionalism and communication.
• Attend staff meetings, trainings, and other requested meetings.
• Achieve position competencies related to role responsibilities.
• Assist with 1:1 therapy within the clinic as needed.
• Perform other duties as assigned by the Supervisor.

Skills

• Attention to Detail
• Positive Attitude Toward Others
• Customer Service
• Communication
• Motivating Others
• Organizing and Task Management
• Patience
• Building Effective Teams
• Self-Development
• Developing Others
• Handling Stress
• ABA Knowledge

Requirements

• High school diploma or equivalent.
• RBT (Registered Behavior Technician) credential required.
• Demonstrated ability to train others in behavior analytic skills.
• Prior training, presenting, and facilitation experience, including presenting to large groups preferred.
• Knowledgeable of Applied Behavior Analysis (ABA) methodologies and curriculum (e.g., VB-MAPP, AFLS, PECS, DTT, prompting strategies, error correction, differential reinforcement, PRT).
• Knowledgeable about training techniques, delivering trainings, and training development.
• Ability to exercise confidentiality and discretion in the work environment while maintaining HIPAA requirements.
• Maintain a negative Tuberculosis screening according to the CDC.
• Knowledgeable of computer systems and software used at Hopebridge (e.g., Office 365, HB Charts, Rethink, Catalyst).

Preferred Qualifications

• Experience with staff scheduling and management.
• Relevant experience in healthcare or a health-related field.
• Prior positive interactions and experience with the pediatric population.
• Proficient with Microsoft Office Suite.
• Ability to be resourceful and proactive in dealing with issues.
• Ability to organize, multitask, prioritize, and work under pressure.