About the position
The Center Operations Specialist at Intercare Therapy, Inc. plays a crucial role in providing administrative, technical, and organizational support within a clinic setting. This position is designed to ensure the effectiveness, efficiency, and safety of operations across all facility sites. The specialist will be responsible for organizing and coordinating various office and center procedures, which are essential for maintaining a smooth workflow and high standards of service delivery. The role requires a commitment to evidence-based practices, aligning with the company's mission to enhance the quality of life for individuals with autism and related disorders and their families. In this position, the Center Operations Specialist will maintain and manage all facility forms, materials, office supplies, and equipment. This includes collaborating with the Talent and IT departments to ensure that necessary equipment is ordered for new team members and managing the issuance and collection of devices. The specialist will also assist with basic troubleshooting for technology needs and act as a liaison between the IT team and the Director of IT and Facilities. Additionally, the role involves maintaining required site postings, ensuring a clean and secure working environment, and managing the opening and closing procedures of the facility. The Center Operations Specialist will function as a safety officer, assisting in documentation and procedural protocols during evacuations and safety incidents, conducting routine safety drills, and ensuring compliance with OSHA standards. The role also includes maintaining the confidentiality and integrity of client documents, conducting site reviews, and serving as a liaison for contractors and external auditors. The specialist will manage visitor logs, maintain communication with the local leadership team, and assist with administrative duties as needed. This position requires flexibility, as the specialist may need to respond to emergency calls during evenings and weekends, and provide clinic tours for prospective team members or clients. Overall, the Center Operations Specialist is integral to the operational success of the clinic, ensuring that all processes run smoothly and efficiently.
Responsibilities
- Maintain, record and stock all facility forms, materials, office supplies, and equipment
- Collaborate with Talent and IT departments to ensure equipment are ordered for new team members
- Issue tablets/phones/other equipment to new team members and collect devices from termed team members
- Assist with basic troubleshooting for all technology needs and act as a liaison to assist IT team and Director of IT and Facilities
- Assist with IT asset management and ensure IT devices are used efficiently
- Maintain required site postings (e.g., EDD employee posters, worker's compensation contact information, and Intercare Therapy messaging)
- Maintain Intercare Therapy logos/flags/etc. to create a consistent personality in each Intercare Therapy site
- Maintain a clean, safe, and secure working environment
- Manage opening and closing procedures of the facility
- Assist with responding to and reporting of potential privacy/information security and/or compliance concerns
- Function as safety officer by assisting in all documentation and procedural protocols in the event of evacuations and safety incidents
- Conduct routine safety drills (e.g., fire drills, safe room drills)
- Assist in the maintenance of OSHA standards and logs
- Assist in infection control by ensuring adequate and functioning respirators and infection control supplies are maintained on site
- Ensure security, integrity, and confidentiality of client documents, including all Protected Health Information (PHI)
- Conduct site reviews (e.g., rounding of privacy and safety practices) and report review information
- Serve as liaison between contractors and company or team members
- Host external auditors/site visitors and manage any needed notifications
- Manage sign-in/sign-out procedures and maintain visitor logs
- Partner with Human Resources and Compliance team to update and maintain office policies as necessary
- Check mailbox and distribute mail to team members
- Maintain communication with local leadership team
- Attend meetings, as applicable
- Provide breaks and lunches for clients, as applicable
- Assist administration team with other administrative or clerical duties, as needed
- Respond to emergency/security calls during evenings and weekends, as applicable
- Provide clinic tours for prospective team members or clients
- Serve as first point of contact for all issues related to clinic-based services
- Ensure center-based emergency and other applicable forms are on file and updated
- Manage sign in and sign out procedures for clients including monitoring for early and/or late arrivals or pick-ups
- Audit schedule to sign-in sheet
- Maintain records on all clinic services and utilities
- Monitor bus schedules and procedures, as applicable
- Assist in the coordination of transportation requests as needed
- Notify Clinical Director of transportation incidents, as applicable
- Assist Clinical Director and Scheduling Team in organizing and communicating client room assignments
- Assist Clinical Director or Assistant Clinical Director in monitoring and reporting center room availability
- Notify clinical team of any pertinent information communicated by parents at drop off or pick up
Requirements
- High-school diploma, required
- Associate's degree from an accredited college, preferred
- RBT certification, required in Bay Area and Sacramento, preferred in other regions
- One plus years prior office management experience in a similar office setting, preferred
- Proven office management, administrative or assistant experience
- Knowledge of marketing principles
- Knowledge of office management responsibilities, systems and procedures
- Excellent time management skills and ability to multi-task and prioritize work
- Attention to detail and problem-solving skills
- Excellent written and verbal communication skills
- Excellent interpersonal skills
- Strong organizational and planning skills
- Proficient in Microsoft Office Suite and/or equivalent
- Knowledge of clerical practices and procedures
- Knowledge of business and management principles
- Consistently exudes positivity
- Exceptional communication and leadership skills that foster the skills necessary to educate, train, motivate, empower, reinforce, influence, coach, provide feedback, and effectively execute conflict resolution
- Consistently demonstrate good judgment and decision-making skills
- Exercise confidentiality and discretion pertaining to the work environment
- Sensitive to working with an ethnically, linguistically, culturally, and economically diverse population
- Demonstrate high commitment to excellent customer service
- Demonstrate flexibility and ability to reprioritize
- Commitment to functioning as a team player
Nice-to-haves
- Experience with marketing campaigns and development of marketing materials
Benefits
- Competitive hourly wage of $24 - $30
- Full-time employment
- Opportunity to work in a supportive and mission-driven environment
- Gain firsthand experience in evidence-based practices
- Flexible scheduling with weekends as needed
