ABA Operations Manager
Location: St. Augustine, FL
Employment Type: Full-Time
Salary: $55,000 – $85,000 annually + Performance Bonus
About Happy Helpers Autism Center
Happy Helpers Autism Center is a growing ABA provider committed to delivering high-quality, compassionate services to children and families across Northeast Florida. We are seeking an experienced ABA Operations Manager to oversee the administrative and operational functions of the organization and support continued growth.
This position is ideal for someone who understands the unique challenges of ABA operations, including staffing, scheduling, authorizations, client onboarding, insurance requirements, and employee retention.
ABA industry experience is required. Candidates without direct ABA experience will not be considered.
Position Summary
The ABA Operations Manager serves as the operational leader of the organization and is responsible for ensuring efficient service delivery across all clients, staff, and funding sources.
This role oversees scheduling, authorizations, client intake, operational reporting, staffing coordination, compliance, and process improvement initiatives while partnering closely with clinical leadership to support exceptional outcomes for children and families.
The ideal candidate is highly organized, proactive, data-driven, and experienced in ABA operations.
Essential Duties & ResponsibilitiesScheduling & Workforce Management
- Oversee daily scheduling operations for BCBAs, RBTs, and other clinical staff.
- Ensure all authorized hours are appropriately staffed and scheduled.
- Minimize service gaps, cancellations, and staffing disruptions.
- Manage schedule changes, PTO requests, and staffing coverage.
- Track employee productivity and utilization metrics.
- Develop staffing plans to support company growth.
Authorizations & Insurance Management
- Manage insurance authorization tracking and renewals.
- Coordinate authorization requests, extensions, and reauthorizations.
- Ensure scheduled services align with approved authorization hours.
- Collaborate with clinical teams to obtain required documentation.
- Resolve authorization-related issues with funding sources.
- Monitor authorization utilization and expiration timelines.
Client Intake & Onboarding
- Oversee new client intake and onboarding processes.
- Coordinate benefit verification and funding source reviews.
- Manage waitlists and client placement activities.
- Schedule assessments and service start dates.
- Maintain communication with prospective families throughout onboarding.
- Monitor intake timelines and conversion metrics.
Operational Leadership
- Develop and improve operational systems and workflows.
- Create standard operating procedures (SOPs).
- Identify opportunities to improve efficiency and service delivery.
- Lead operational projects and process improvement initiatives.
- Support strategic growth objectives.
Staff Support & Retention
- Coordinate employee onboarding and orientation.
- Maintain staff credentialing and compliance records.
- Assist leadership with recruitment and hiring processes.
- Support employee engagement and retention initiatives.
- Serve as an operational resource for staff concerns.
Revenue & Utilization Management
- Monitor authorized, scheduled, and delivered hours.
- Track utilization rates for BCBAs and RBTs.
- Analyze cancellation trends and implement corrective actions.
- Assist leadership with forecasting and capacity planning.
- Support operational initiatives that improve revenue performance.
Compliance & Quality Assurance
- Ensure compliance with payer requirements and company policies.
- Maintain HIPAA-compliant administrative processes.
- Monitor staff credentialing, training, and certification requirements.
- Assist with audits and quality assurance reviews.
- Ensure operational documentation standards are maintained.
Data Reporting & Performance Metrics
- Develop and maintain operational dashboards and reports.
- Track key performance indicators (KPIs).
- Present operational data to leadership.
- Identify trends and recommend improvements based on data analysis.
Key Performance Indicators (KPIs)
Success in this role will be measured by:
- Schedule Fill Rate
- Staff Utilization
- Client Retention
- Authorization Renewal Compliance
- Reduction in Service Gaps
- Reduction in Cancellations
- Employee Retention
- Onboarding Timelines
- Waitlist Conversion
- Operational Efficiency Metrics
Required Qualifications
- Minimum 3 years of experience working within an ABA organization.
- Minimum 2 years of ABA operations, scheduling, intake, authorizations, or practice management experience.
- Experience managing BCBA and RBT schedules.
- Experience with ABA insurance authorizations and renewals.
- Knowledge of ABA service delivery models.
- Experience supporting client onboarding and staffing processes.
- Strong understanding of ABA terminology and operational workflows.
- Experience using ABA scheduling and practice management software.
- Proficiency in Microsoft Office and Google Workspace.
- Excellent communication, organizational, and problem-solving skills.
Preferred Qualifications
- Bachelor's degree in Business Administration, Healthcare Administration, Human Services, or related field.
- Experience supporting multi-site ABA operations.
- Experience managing administrative staff.
- Knowledge of Florida Medicaid and commercial insurance processes.
- Experience developing KPI dashboards and operational reports.
Ideal Candidate
The ideal candidate:
- Has worked in ABA and understands the industry's unique challenges.
- Thrives in a fast-paced environment.
- Is highly organized and detail-oriented.
- Can manage multiple competing priorities.
- Is proactive and solutions-focused.
- Uses data to drive decision-making.
- Builds strong relationships with staff and families.
- Maintains professionalism during periods of rapid growth.
Compensation & BenefitsCompensation
- $55,000 – $85,000 annual salary
Benefits
- Paid Time Off (PTO)
- Paid Holidays
Pay: $55,000.00 - $85,000.00 per year
Benefits:
Application Question(s):
- Tell me about your experience managing complex schedules with multiple staff, clients, locations, and availability changes.
- How would you monitor whether a client is using their authorized ABA hours each week?
- How would you respond if a staff member says they are uncomfortable working with a certain behavior or setting?
- What would you say to a parent who is confused about ABA services or company policies?
- How would you communicate with a new hire who seems confused or overwhelmed?
- How do you handle parents who are upset about schedule changes?
- What would your daily routine look like in this position?
- A staff member is scheduled with two clients whose times overlap. How would you catch and fix that?
Work Location: In person
