Department: AdministrationReports To: Executive DirectorFLSA Classification: Non-Exempt (Hourly)Schedule: Monday-Friday, 10:00 AM-6:30 PM, including a 30-minute unpaid meal periodCompensation: $22.00-$25.50 per hour DOE
Position Summary
The Administrative Operations Coordinator is responsible for supporting the daily administrative operations of ABA STEPS, LLC through scheduling coordination, administrative support, onboarding assistance, payroll support, records management, and operational organization. This position serves as a key point of coordination between leadership, providers, and administrative staff to ensure administrative functions are completed accurately, efficiently, and on time.
The ideal candidate is highly organized, detail-oriented, responsive, and able to manage multiple priorities while maintaining professionalism and confidentiality.
Essential Job Duties
Scheduling & Operations Coordination
- Coordinate and maintain provider schedules• Manage schedule changes, cancellations, and coverage requests• Communicate scheduling updates to providers and supervisors• Monitor scheduling accuracy and address scheduling conflicts• Assist with tracking staffing needs and scheduling gaps• Maintain scheduling records and related documentation
Administrative Operations
- Maintain electronic and physical filing systems• Organize and maintain personnel and administrative records• Monitor administrative deadlines and task completion• Assist in developing and improving administrative procedures and workflows• Prepare reports, correspondence, spreadsheets, and administrative documents• Maintain confidentiality of employee, participant, and company information
Payroll & Benefits Support
- Run payroll reports as assigned• Enter payroll information into QuickBooks• Review payroll documentation for completeness• Maintain payroll-related records• Assist with employee benefits documentation and enrollment paperwork• Support administrative aspects of employee leave requests and benefit changes
Onboarding & Employee Documentation
- Assist with onboarding and offboarding processes• Maintain employee personnel files• Track required certifications, training, and employment documentation• Monitor compliance-related administrative requirements• Assist with employment documentation and record retention
Leadership & Administrative Support
- Provide administrative support to the Executive Director• Assist with administrative projects and operational initiatives• Participate in administrative candidate interviews as assigned• Provide feedback regarding administrative processes and workflow improvements• Assist with performance documentation and administrative evaluations as requested
Minimum Qualifications
- High School Diploma or equivalent required• Minimum two (2) years of administrative experience• Strong organizational and time-management skills• Excellent written and verbal communication skills• Proficiency in Microsoft Office and Google Workspace• Ability to manage multiple priorities and deadlines independently• Strong attention to detail and accuracy• Ability to maintain confidentiality and professionalism
Preferred Qualifications
- Healthcare, medical office, behavioral health, or ABA experience• Scheduling or staff coordination experience• QuickBooks experience• Experience supporting onboarding, payroll, or human resources functions• Experience working in a fast-paced service environment
Performance Expectations
Success in this position includes:
- Scheduling updates completed accurately and timely• Administrative tasks completed by assigned deadlines• Personnel and administrative records maintained accurately• Payroll reports processed accurately and on time• Strong responsiveness to providers, leadership, and administrative staff• Consistent follow-through on assigned responsibilities• Professional communication and customer service• Compliance with company policies and procedures
Benefits
- Medical, Dental, and Vision Insurance (if eligible)• AFLAC Supplemental Insurance Options• 401(k) with Company Match (if eligible)• PTO accrual begins after six (6) months of employment• Ongoing training and professional development opportunities• Opportunities for growth within the organization
Physical Requirements
- Prolonged periods of sitting and computer use• Ability to communicate effectively in person, by phone, and electronically• Ability to occasionally lift and carry up to 20 pounds
Disclaimer
This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. ABA STEPS, LLC reserves the right to modify job duties and responsibilities based on organizational needs
Pay: $22.00 - $25.50 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible schedule
- Health insurance
- Paid time off
- Professional development assistance
- Vision insurance
Work Location: In person
