Program Coordinator

About the role

The Program Coordinator is an integral part of Kaleidoscope ABA's mission to deliver therapeutic services to children with autism. This role involves managing day-to-day staff and services, recruitment, scheduling, customer service, reporting, and general administrative tasks to support center operations. The coordinator maintains accurate records for staffing and service delivery, assists in creating and managing a master schedule, and ensures clinical cases are adequately staffed according to budgeted hours authorized by insurers. The role supports HR, Operations, and Clinical departments, acting as a liaison between administrative and clinical staff and serving as the primary point of contact for case assignments and staff availability.

Responsibilities

• Manage day-to-day staff and services operations.
• Handle recruitment, scheduling, and customer service tasks.
• Maintain accurate records related to staffing and service delivery for each case.
• Assist in creating, maintaining, and managing a master schedule to ensure adequate staffing for clinical cases based on budgeted hours.
• Support HR, Operations, and Clinical departments in their respective functions.
• Act as a liaison between administrative and clinical staff, serving as the primary point of contact for case assignments and staff availability.
• Communicate effectively with staff, clients, peers, and management.
• Perform general administrative tasks and reporting.
• Additional duties may be assigned based on company needs.

Requirements

• Bachelor's Degree or equivalent work experience; degree in Marketing, Business Administration, or Healthcare Management preferred.
• 5 years of management experience in a professional environment, preferably in medical, behavioral health, PT, OT, or similar office operations.
• Experience building and retaining customers.
• 5 to 7 years of experience managing and developing staff preferred.
• Prior experience as a Practice Manager or Retail Manager is advantageous.

Skills & Abilities

• Strong rapport-building and staff management skills.
• Sense of urgency and ability to work independently toward assigned goals.
• Excellent time management, organization, and multitasking skills.
• Ability to prioritize tasks and meet deadlines.
• Attention to detail and ability to administer processes consistently across the center.
• Superb communication skills, both written and verbal.
• Professional appearance and presentation.
• Ability to listen and communicate effectively with management, staff, and families/clients.

Computer Skills

• Proficient in Microsoft Office applications (Word, Excel, PowerPoint).
• Proficiency in using email and Outlook.
• Ability to maintain accurate records, work in databases, and track processes using Excel.

Working Conditions

• Exposure to constant or intermittent sounds that may cause distraction.
• Considerable stress may occur due to pressure to meet service requirements.
• Full-time hours: 7:30 AM to 5:00 PM; hours may vary based on recruitment projects or company needs.
• Must fulfill duties regardless of hours worked; schedule may change as needed.
• Ability to read and respond to emails and accept calls outside of work hours is required.

Benefits

• Medical, Dental, and Vision Insurance through United Healthcare.
• Paid Time-Off, including Vacation, Sick leave, and 8 Paid Holidays.
• Long-Term Disability and Life Insurance.
• 401k with a 6% match and a two-year vesting schedule.
• Weekly pay (each Thursday).