Program Operations Manager

Location: Toms River, NJ 08755

About the role

The Program Operations Manager will be involved in many facets of the business including day-to-day management, recruitment, scheduling, customer service, reporting, and general administrative tasks in support of the Center's operations. They maintain accurate records related to the staffing and delivery of service for each case, assist in the creation, maintenance, and management of a master schedule, and ensure adequate staffing of clinical cases according to the budgeted hours per client as authorized by the client's insurer. The Operations Manager supports HR, Operations, and the Clinical department, acting as a reliable source of information to staff, clients, peers, and management. They serve as the liaison between administrative and clinical staff and act as the primary point of contact regarding case assignment and staff availability. Additional duties may be assigned based on the needs of the company.

Responsibilities

• Day-to-day management of center operations
• Recruitment and scheduling of staff
• Customer service and reporting
• General administrative tasks in support of the Center's operations
• Maintain accurate records related to staffing and delivery of service for each case
• Assist in the creation, maintenance, and management of a master schedule
• Adequately staff clinical cases according to budgeted hours per client as authorized by the client's insurer
• Support HR, Operations, and Clinical departments
• Act as a liaison between administrative and clinical staff
• Serve as the primary point of contact regarding case assignment and staff availability

Requirements

• Bachelor's Degree or equivalent work experience
• Bachelor's degree in Marketing, Business Administration, or Healthcare preferred
• 1-2 years of medical, dental, therapy, PT, OT office (or similar) administration or scheduling required
• 3-5 years of experience preferred
• Prior Practice Managers are encouraged to apply

Skills & Abilities

• Strong rapport-building skills, especially on the phone
• Sense of urgency
• Ability to work independently towards assigned goals
• Excellent time management and organization skills
• Ability to manage multiple tasks, prioritize tasks, and meet deadlines
• Attention to detail
• Ability to administer processes across the company consistently
• Superb communication skills
• Able to work collaboratively with ABA personnel
• Ability to listen and communicate well with management, staff, and families/clients
• Professional appearance and presentation

Computer Skills

• Proficient in Microsoft Office applications including Word, Excel, and PowerPoint
• Proficiency in using email and Outlook
• Ability to keep accurate records, work in databases, use Excel, and track processes accurately
• Ability to use Zoom meeting and GoTo Meeting software
• Ability to learn ReThink software within 30 days

Benefits

• Medical, Dental, and Vision Insurance through United Healthcare
• Paid Time-Off, including Vacation, Sick, 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

Schedule

Hours of work: 8:30 AM to 5:00 PM. Must fulfill the duties of the position regardless of the number of hours worked. Schedule may vary depending on current recruitment projects and may be changed at any time based on company needs.

Working Conditions

• Exposure to constant or intermittent sounds sufficient to cause distraction
• High demand for telephone work
• Considerable stress may occur due to the pressure of meeting deadlines
• Performing duties on a full-time basis is an essential function of this position
• Must have the ability to read and respond to emails and accept calls outside of work hours