Operations Manager ABA

The Operations Manager is responsible for overseeing the daily operations of the Bardstown Area while managing all regional scheduling functions. This role ensures the center operates efficiently, maintains compliance standards, and delivers a high-quality experience for both staff and families. This position serves as a cross-functional operational leader supporting clinical, recruiting, and leadership teams. The role is responsible for aligning staffing, scheduling, and operational processes to support strong performance, minimize service disruption, and drive key business metrics. This role may evolve over time based on business needs and may support additional operational initiatives as assigned. Primary Functions Include: Center Operations (COS) Oversee daily operations of the center, ensuring a safe, organized, and high-quality environmentServe as the primary point of contact for families for non-clinical needs and general communicationMaintain facility operations including supplies, vendor coordination, and overall center upkeepEnsure compliance with safety protocols, building procedures, and authorized access requirementsSupport intake logistics, including assessment scheduling and onboarding coordination Scheduling & Learner Coordination Own all regional scheduling, including building and maintaining staff and learner schedulesManage real-time scheduling adjustments including callouts, cancellations, and reroutesSupport schedule optimization by coordinating make-ups and minimizing lost hoursDevelop schedule proposals and support alignment between staff availability and learner needsPartner with clinical and recruiting teams to ensure timely staffing and learner placementMonitor scheduling trends and proactively address gaps and cancellation impact Staff Supervision & Support Supervise BTs, RBTs, and center-based staff across onboarding, development, and retentionMonitor staff attendance, availability, and time-off requestsSupport coverage planning and resolution of staffing gapsPartner with clinical leadership on staff performance and training coordinationPromote a positive team environment focused on accountability and engagement Administrative & Operational Support Maintain accurate and up-to-date data within CentralReach and other operational systemsSupport payroll, billing, timekeeping, and documentation processes to ensure accuracy and complianceAssist with onboarding and offboarding coordination and employee documentationManage center-related expenses, supplies, and purchasing needsEnsure compliance with company policies and applicable labor laws Operational Performance & KPI Management Monitor key performance metrics, including utilization, cancellations, and scheduling efficiencyTrack and follow up on scheduling gaps, unconverted appointments, and lost service hoursMaintain scheduling tools, trackers, and reporting systems to support operationsIdentify and implement process improvements to increase efficiency and performance Data Tracking & Reporting Track and report on staffing needs, scheduling gaps, and utilization trendsMonitor intake pipeline and learner launch progressPrepare and maintain operational reports to support leadership decision-making Collaboration & Communication Serve as the primary scheduling and operations point of contact for the regionManage and respond to the scheduling inbox in a timely and professional mannerPartner with clinical, recruiting, HR, and leadership teams to align staffing and operationsParticipate in leadership meetings and support execution of operational priorities New Learner & Growth Support Coordinate initial schedules for new learners in alignment with staffing and scheduling expectationsPartner with recruiting to support timely staffing for new casesSupport center growth initiatives, tours, and operational readinessAssist with planning and support for new center launches as needed Qualifications: Skills/Abilities Strong organizational skills with the ability to manage multiple priorities in a fast-paced environmentExcellent communication skills – in person, by phone, and in writingStrong interpersonal and leadership skills with the ability to supervise and support team membersAbility to problem-solve quickly and make sound operational decisionsStrong attention to detail and ability to maintain accurate data and documentationAbility to manage scheduling complexities and adapt to real-time operational changesAbility to act with professionalism, accountability, and sound judgmentProficient with Google Workspace or related softwareProficiency with or the ability to quickly learn scheduling and operational systems (CentralReach preferred)Knowledge of HIPAA and operational compliance standards preferred Education & Experience Requirements Bachelor’s degree in business, healthcare, psychology, education, or related field preferred2+ years of experience in operations, scheduling, or team management (ABA or healthcare preferred)Leadership or supervisory experience requiredExperience managing schedules, staffing coordination, or workforce planning strongly preferredExperience with CentralReach or similar systems a plusStrong organizational and time management skills with the ability to manage competing prioritiesExcellent communication and interpersonal skillsAbility to handle sensitive or confidential information with discretion Physical Requirements The ability to sit and stand for extended periods throughout the workdayThe ability to walk and move throughout the center environment as neededThe ability to lift at least 25 lbsThe ability to operate a computer and office equipment consistently throughout the workday Work Environment & Schedule Expectations Fully on-site role, Monday–Friday, 40 hours per weekHours typically range from 8:00 AM to 7:00 PM; flexibility required based on operational needs