Transformative ABA LLC Operations Manager Corpus Christi, TX · Full time Company website

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At Transformative ABA LLC, we are dedicated to providing high-quality, evidence-based Applied Behavior Analysis (ABA) services to individuals with autism and other developmental disabilities. Our mission is to empower our clients and their families by fostering meaningful and lasting positive changes in behavior and skills. We believe that every individual deserves the opportunity to reach their fullest potential, and we are committed to creating a supportive and inclusive environment where this can happen. Founded with a passion for making a difference, Transformative ABA LLC combines cutting-edge ABA methodologies with compassionate care. Our team of experienced and dedicated professionals works closely with each client, tailoring interventions to meet their unique needs and goals. We pride ourselves on our collaborative approach, engaging with families, educators, and other support systems to ensure comprehensive care. As we continue to grow, we are looking for passionate and skilled individuals to join our team. If you are committed to making a positive impact and are excited to be a part of a dynamic and supportive community, we encourage you to explore opportunities with us at Transformative ABA LLC. Together, we can make a transformative difference in the lives of those we serve.

Operations Manager — Job Description

Position Title: Operations Manager

Reports To: Owner / Executive Director

Employment Type: Full-Time

Location: Clinic

Compensation: $17.00–$20.00, based on experience

Position Summary

The Operations Manager is responsible for overseeing the daily administrative and operational functions of the ABA company. This role ensures that the business runs efficiently, staff are supported, client services are coordinated, and company systems are followed consistently.

The Operations Manager works closely with leadership, clinical staff, scheduling, billing, HR, intake, and administrative team members to support smooth service delivery, compliance, communication, and overall company growth.

This position is ideal for someone who is highly organized, dependable, direct, demonstrates high emotional intelligence, is solution-focused, and comfortable managing multiple moving parts in a fast-paced ABA environment.

Essential Duties and Responsibilities

Daily Operations

• Oversee daily business operations and ensure company procedures are followed.
• Support smooth service delivery.
• Monitor operational workflows and identify areas for improvement.
• Help ensure departments are communicating effectively and completing assigned tasks.
• Assist leadership with implementing company policies, procedures, and systems.
• Address operational concerns quickly and professionally.

Scheduling and Staffing Support

• Oversee scheduling processes to help ensure clients are staffed appropriately.
• Monitor staff availability, call-offs, cancellations, and schedule changes.
• Work with scheduling staff to reduce gaps in services and improve staff utilization.
• Help ensure RBTs, trainers, CIS, BCBAs, and administrative staff have the information needed to complete their responsibilities.
• Communicate staffing concerns to leadership and assist with problem-solving.

Client and Family Communication

• Support professional communication with families regarding scheduling, attendance, service updates, and operational concerns.
• Help resolve family concerns in a timely and respectful manner.
• Ensure client information is handled confidentially and in compliance with HIPAA.
• Assist in new client tours and a communication bridge to our intake coordinator.
• Maintain a professional approach in all communication.

Staff Oversight and Accountability

• Supervise administrative and operational staff as assigned.
• Support Operational staff training, task completion, performance expectations, and accountability.
• Monitor staff follow-through on assigned duties.
• Provide feedback to staff in a clear, professional, and solution-focused manner.
• Escalate performance or compliance concerns to leadership when needed.
• Utilize the points system in regard to technician expectations operationally

Compliance and Documentation

• Help ensure operational practices comply with company policies, payer requirements, HIPAA, Medicaid/commercial insurance requirements, and applicable state regulations.
• Maintain organized records related to staff, clients, schedules, authorizations, documentation, and business operations.
• Assist with audits, compliance reviews, and documentation tracking.
• Monitor deadlines for required documentation, authorizations, staff requirements, and operational tasks.
• Ensure sensitive client and employee information is protected.

Billing, Authorizations, and Insurance Support

• Coordinate with billing and authorization teams to support accurate and timely claims processes.
• Help track authorizations, service units, client schedules, and documentation completion.
• Identify issues that may impact billing, service delivery, or payer compliance.
• Support communication between clinical, billing, scheduling, and administrative teams.
• Assist with resolving operational barriers related to authorizations or insurance processes.

Human Resources and Hiring Support

• Assist with recruiting, interviewing, onboarding, and staff retention efforts as assigned.
• Help ensure employee files, credentials, trainings, and required documentation are complete.
• Support payroll preparation by helping track attendance, hours, schedule changes, and timesheet concerns.
• Communicate staffing needs and workforce concerns to leadership.
• Promote a professional, respectful, and accountable workplace culture.

Systems and Process Improvement

• Help create, update, and maintain operational systems, checklists, workflows, and SOPs.
• Identify inefficiencies and recommend practical solutions.
• Support implementation of new software, forms, procedures, and company initiatives.
• Track key operational metrics such as cancellations, utilization, staffing gaps, documentation completion, and client onboarding status.
• Help leadership improve consistency, communication, and accountability across the company.

Required Qualifications

• High school diploma or equivalent required.
• Strong organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Ability to maintain confidentiality and professionalism.
• Experience supervising or supporting staff.
• Comfortable using electronic systems, spreadsheets, scheduling platforms, and documentation tools.
• Ability to problem-solve independently while knowing when to escalate concerns.
• Ability to maintain neutral behavior in emotional situations

Preferred Qualifications

• Previous experience in operations, office management, healthcare administration, ABA administration, or a related leadership role.
• Knowledge of ABA service delivery, RBT/BCBA roles, authorizations, billing, credentialing, and payer requirements.
• Experience with Medicaid, commercial insurance, prior authorizations, or claims support.
• Experience managing administrative staff or multi-department workflows.
• High Emotional Intelligence

Required Skills and Competencies

• Leadership and accountability
• Strong communication
• Problem-solving
• Organization and follow-through
• Professional judgment
• Confidentiality
• Attention to detail
• Staff support and coaching
• Conflict resolution
• Flexibility
• Process improvement
• Calm under pressure
• Strong customer service

Physical and Work Requirements

• Ability to sit, stand, walk, and move throughout an office or clinic setting.
• Ability to use a computer, phone, and electronic documentation systems for extended periods.
• Ability to respond to urgent operational needs during business hours.
• May occasionally need to travel between service locations, clinics, or community settings.
• Must be able to maintain professionalism in a busy clinical environment.