Office Manager

Who are we?

At 360 Behavioral Health, we take pride in our long-standing commitment to providing exceptional care for individuals impacted by autism and other developmental delays.

With over three decades of expertise, we are one of the original and most established Applied Behavior Analysis (ABA)-based behavioral health services , 360 Behavioral Health is one of the top ABA, enhanced personal assistance and respite providers in the United States.

The commitment, dedication, and approach to care that guided our founders when they opened their doors continues to guide all we do today.

Our devotion to their philosophy landed us on the list for The 5 Best ABA Therapy Providers for 2023 , and to us being labeled as a certified Best Place To Work !

What would this role do?

The Office Manager plays a critical role in guiding the professional growth of our team. This position is the face of the clinic and will act as a liaison between the clinic and the customers, which includes but is not limited to all Partners, and clients.

The Office Manager has knowledge and ability to perform all tasks in administrative roles within the company.

Role Responsibilities

Administrative Duties

• Oversee Administrative Team duties with direction from the Senior director of Clinical Services (SDOCS), Director of Clinical Services (DOCS), Assistant Director of Clinical Services (ADOCS), and Regional Coordinators.
• Support all administrative and clinical staff including but not limited to technical issues, general questions, policies, and protocols.
• Reception Duties include but not limited to taking incoming calls, taking / delivering messages, voicemails, mail, copies, templates, and ensure the front area is always clean, organized, and presentable to uphold the image of the clinic.
• Responsible for identifying and submitting maintenance requests for clinical upkeep and inventory of supplies.
• Knowledge and ability to perform all tasks in administrative roles within the company that includes, but is not limited to : Representative for all communications with internal departments.

Coordinate logistics for internal and external office meetings, events, conferences, and workspaces for administrative and clinical staff.

Manage all company property, including but not limited to hardware, real estate, office spaces, and facilities.Manage and track all internal and external audits.

Ordering office supplies and clinic stimuliOpening and closing of the office responsibilities.

• Support the training team assigning training, scheduling, and set up. ( CPI)
• Manage and track all special and clinical projects and are completed by the deadline.
• Attend and / or run recurring or scheduled meetings ( staff meetings, administrative meetings)
• Maintaining reliable communication to record scheduled appointments and return phone calls within 24 hours.
• Ensuring that the company’s zero tolerance policy is understood, implemented, and reinforced in the region.
• Ensuring that Health Insurance Portability and Accountability Act (HIPPA) compliance is understood and reinforced in the region.
• Complying with all Mandated Reporting Laws and Regulations

Staff Support Duties

• Provide comprehensive support to all company staff, addressing their various needs promptly and effectively.
• Collect staff documentation and provide it to the People Operations department for internal filing.
• Ensure understanding, implementation, and reinforcement of all company policies and procedures.
• Email communications to all clinical and administrative partners.
• Electronic systems management (ultipro)
• Conduct schedule changes in the electronic portal. ( add, change, and communicate changes to a permanent schedule).

Clinical Support Duties

• Providing administrative support to the clinical team, including but not limited to documentation, communication, and tracking to ensure seamless operations and enable the delivery of optimal Client care.
• Track and maintain various clinical data sets within spreadsheets, ensuring accuracy and organization. This includes but is not limited : The consumer spreadsheet ( report due dates, assessments, authorizations)Client documents ( client communications, Clinic documentation, handbooks, incident reports, client service agreements).

School district clientsRecord requests.

• Manage the Client electronic records system. ( Assigning Providers, updating client information, uploading documents, adding notes)
• Assistant to the utilization management team as a funding source liaison for authorizations, progress reports, and assessments.

Scheduling Support Duties

Ensure effective maintenance and tracking of scheduling components to facilitate alignment with staff and client needs.

Included but not limited to training cohorts, staffing spreadsheet, and daily schedule changes.

• Facilitate and track information to the leadership team regarding, but not limited to contract fulfillment for each client based on authorized treatment hours.
• Identify ways to optimize authorized hours.
• Responsible for scheduling all permanent schedule services for assigned site.
• Facilitate and support the onboarding process for new employees. This includes but is not limited to conducting interviews and supporting their first day training and process.
• Support outreach efforts to meet recruiting goals and oversee recruiting events, this includes but is not limited to organizing event dates and logistics.

NON ESSENTIAL FUNCTIONS AND RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO :

• Complete all duties and / or special projects assigned by leaders and / or the business.
• Support with People Operations initiatives as assigned.
• Assist with Administrative Team duties as assigned. These may include, but are not limited to : Administrative Assistant, Scheduling Coordinator, Scheduling Assistant, Clinic Based Administrator, or Regional Scheduler.
• Ensure regulatory compliance with insurance protocols, HIPPA, and other federal, state, and local regulations.
• Participating in team meetings, trainings, and professional development opportunities.
• Providing support for any office needs, if necessary, to run the office more efficiently.
• Conducting staff meetings and professional development meetings as indicated.

Must Haves

• Minimum high school diploma or GED
• Associate degree preferred.
• Office experience
• 2+ years in a related administrative position preferred.
• Computer savvy with thorough knowledge of Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Self-motivated, responsible, honest, and articulate.
• Strong leadership skills to take initiative on complex issues.
• Excellent organizational, communications, and time management skills.
• Customer service focus with a professional demeanor, boundaries, and composure.
• Ability to politely interact with individuals and families from diverse backgrounds.
• Basic knowledge of developmental disabilities and / or applied behavior analysis (ABA)
• Bilingual Spanish Speaking Preferred

What we offer

• Competitive compensation (we value transparency) $$
• Student loan repayment assistance for eligible roles
• Bonus program(s) for eligible roles
• Career development and advancement opportunities
• Flexible scheduling
• Great and fun company culture
• Expansive Health, Vision, and Dental plans for our full-time partners
• 401(K) retirement savings program
• Mileage and phone reimbursement
• And so much more!

360 Behavioral Health is an equal opportunity employer. If anyone is unable to fully access any portion of the 360 Behavioral Health on-line system, we are committed to providing reasonable accommodations.

Please contact us at 855-360-4437 for assistance.

EEO / Minorities / Females / Disabled / Veterans

Our organization is an equal employment / affirmative action employer. If you need accommodation for any part of the employment process because of a medical condition or disability, please send an e-mail to to let us know the nature of your request.

For more EEO information about applicant rights

Americans With Disabilities Act

360 Behavioral Health, does not discriminate on the basis of disability in its services, programs, or activities. Employment : 360 Behavioral Health does not discriminate based on disability in its hiring or employment practices and complies with the ADA title I employment regulations.

Effective Communication : 360 Behavioral Health will, upon request, provide auxiliary aids and services leading to effective communication for people with disabilities, including qualified sign language interpreters, assistive listening devices, documents in Braille, and other ways of making communications accessible to people who have speech, hearing, or vision impairments.

Modifications to Policies and Procedures : 360 Behavioral Health, will make reasonable modifications to policies and procedures to ensure that people with disabilities have an equal opportunity to enjoy programs, services, and activities.

For example, people with service animals are welcomed in 360 Behavioral Health offices, even where pets and other animals are prohibited.

Requests : To request an auxiliary aid or service for effective communication, or a modification of policies or procedures contact ADA Coordinator name and contact information as soon as possible, preferably 30 days before the activity or event.

For inquiries, please contact us at