Assistant ABA Clinic Manager

1 week ago

Pickering ON LV G, Canada Growing Minds ABA Services Full time $72,000 - $138,000 per year

Position Overview

The Clinic Manager is responsible for the day-to-day operations of the ABA (Applied Behavior Analysis) clinic. This role ensures that therapy services are delivered smoothly and efficiently by managing schedules, supporting staff, communicating with families, and overseeing administrative systems. The Clinic Manager serves as the central point of coordination between clinical staff, administrative personnel, and families to maintain the highest standards of care and service.

Key ResponsibilitiesOperations & Administration

  • Oversee daily clinic operations, ensuring smooth delivery of ABA services.
  • Coordinate therapy schedules, staff coverage, and room assignments.
  • Maintain clinic materials, therapy rooms, and supplies.
  • Implement and monitor compliance with policies, procedures, and funding requirements (e.g., OAP, insurance).

Staff Support & Coordination

  • Support onboarding and orientation for new therapists and staff.
  • Track staff certifications, mandatory training, and renewals.
  • Manage requests for time off, shift changes, and scheduling adjustments.
  • Assist clinical supervisors in coordinating fidelity checks and staff support.

Client & Family Relations

  • Act as the first point of contact for family scheduling, cancellations, and general inquiries.
  • Ensure intake paperwork, consent forms, and funding documentation are complete and up to date.
  • Support transitions for new clients entering or leaving services.
  • Promote a welcoming, professional, and family-centered environment.

Financial & Reporting

  • Oversee billing, invoicing, payroll submissions, and reconciliation of therapy hours through quickbooks
  • Maintain accurate records of session attendance, cancellations, and service delivery.
  • Generate monthly reports on productivity, cancellations, and service utilization.

Compliance & Quality Assurance

  • Ensure compliance with privacy, health, and safety regulations (PHIPA/HIPAA).
  • Maintain documentation and systems required for audits or inspections.
  • Partner with clinical supervisors to ensure treatment integrity is supported through proper scheduling and resourcing.

Clinic Operations

  • Ordering and organizing therapy materials (toys, data sheets, office supplies).
  • Ensuring the clinic space is organized and presentable.
  • Overseeing day-to-day flow so therapists can focus on direct client work.
  • Maintaining inventory reports
  • Creating and maintaining center safety procedures, reports and protocols

Qualifications

  • Bachelor's degree in Psychology, Social Sciences, Business Administration, or related field (preferred).
  • Experience in healthcare, mental health, or ABA settings strongly preferred.
  • Minimum 2–3 years of management, coordination, or administrative experience.
  • Knowledge of ABA principles, clinical service delivery, and funding models (e.g., OAP, insurance).
  • Strong organizational, time management, and problem-solving skills.
  • Excellent verbal and written communication skills.
  • Proficiency with scheduling systems, EMR software, and Microsoft Office/Google Workspace.

Job Type: Full-time

Pay: $17.87-$33.69 per hour

Expected hours: 40 per week

Work Location: Hybrid remote in Pickering, ON L1V 1G5

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