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We deliver exceptional service by hiring extraordinary talent!

We are currently looking for a passionate and organized Site Operations Manager to lead day-to-day operations at our Carmel, IN center. This is a key role for someone who thrives in a fast-paced environment, enjoys problem-solving, and is excited to support a mission-driven team making a difference everyday!

About Us

LittleStar ABA Therapy works with children, teens, and young adults affected by autism.  Operating as a non-profit organization, we use our resources to ensure quality services to our patients, and to invest in our staff and the autism community.  We have been improving the lives of individuals with autism for over 20 years!

Summary

The Site Operations Manager under the supervision of the Operations Director plans and directs the operational activities of the service center.  They will be responsible for the day-to-day oversight/management of the staff to include both clinical and clerical employees. This includes site operations and providing oversight for the site billing, scheduling, human resources, patient satisfaction, safety and compliance. The position acts as primary point of contact responsible and accountable for the coordination and communication of information within the center and to administration.  The Operations Site Manager will work collaboratively with the Service Directors (such as Clinical Director, Psychological Services Director, Waiver Services Director, etc.)  and providers to deliver direction and management that enables the center to meet its goals and objectives, providing a safe, clean, bright, welcoming, clinically effective and high-performing environment.

Why Work at LittleStar?

+ We are a non-profit organization, so we always focus on what is best for the individuals we serve

+ Be a part of Indiana's first ABA center, proudly serving children and families since 2002

+ Highly competitive pay

+ Eligible for the Public Service Loan (PSLF) program

+ Healthy work/life balance

+ A friendly and relaxed atmosphere

GREAT BENEFITS

+ Three options for medical and two options for dental (50% paid by LittleStar)

+ Vision (100% paid by LittleStar)

+ Generous paid time off and paid holidays

+ 401k with company match

Essential Duties and Responsibilities

+ Oversees the day-to-day operations of the center location.

+ Supervises and coordinates work of receptionist positions for center location.  Manages receptionist positions in a manner consistent with center policies and values.

+ Provides back-up coverage for receptionist positions as needed.

+ Ensuring the gathering of administrative and financial data related to scheduling patients and collecting patient fees.

+ Actively assists with the administration of center policies and procedures, assuring compliance at the center level.

+ Ensures adherence to all external accreditation standards related to the building.

+ Participates in safety committee meetings and ensures building safety standards are met (such as safety drills, fire extinguishers, first aid kits, medicine cabinets, etc.).

+ Coordinates and participates in center activities to achieve continuous and optimal patient care.

+ Assists in the development of policy and procedures to improve patient care and utilization of resources.

+ Assists management in achieving the center’s operational and budgetary goals for all programs and services.

+ Performs as Center liaison to the intake team and provide oversight to welcoming and successfully onboarding new patients.

+ Collaborates with service directors and staff in determining center staffing needs, as well as recognition, retention, discipline, coaching, timely performance reviews, creating improvement plans as needed and help staff understand performance outcomes needed to meet overall goals and delivery of strong patient service.

+ Maintains effective feedback mechanisms with center staff in order to enhance work processes and promote employee understanding of LittleStar policies.

+ Works directly with facilities on selecting, terminating, scheduling, and executing any center maintenance, cleaning, major repairs, and maintaining center organization.

+ Ensures adherence to the budget of center supplies including tracking, purchasing, and recycling old items.

+ Adheres to established quality principles and standards established by LittleStar.

+ Coordinates operational needs with scheduling, human resources, information technology, and facilities.  Such as ensuring hiring needs are met, staff are scheduled efficiently to optimize service time, employees comply with timekeeping requirements for payroll purposes, information technology needs are met, maintenance of office equipment and phones, ensures maintenance and repair requests are submitted timely, and the building is maintained in a clean, safe, and healthy manner, as well as other matters that ensure smooth operations to meet organizational goals.

+ Maintains tour readiness culture throughout the center.

Educational Qualifications and Skills

+ Bachelor’s degree in applicable business or social services field from an accredited university preferred; experience credit will be considered in lieu of bachelor's degree on a year for year basis

+ Minimum 2 years of experience specifically in the coordination/management of services preferably in a clinical setting

+ Management and/or supervisory experience in a clinical, health care, or behavioral health setting highly preferred

+ Healthcare operations experience required

+ Knowledge of each department and service offered within the organization to better assist with incoming requests and questions

+ Knowledge and application of utilizing social service systems (Medicaid, Social Security, etc.) highly preferred

+ Microsoft office applications, use of management software, payroll and human capital management processing systems

+ Demonstrates a functional and technical understanding of applicable scheduling and billing software, web-based applications and electronic medical record technology

+ Strong organizational and time management skills along with the ability to manage multiple tasks

+ Strong verbal, written and oral communication skills

+ Maintains confidentiality of center fiscal, human resources, compliance, and patient related information per LittleStar policies

+ Strong attention to detail

+ Ability to work quickly and efficiently

+ Positive team player and energetic professional

+ Ability to communicate appropriately and effectively, orally and in writing

Supervisory Responsibility

This position directly supervises receptionist positions.  This position is responsible to interview, hire, and train employees under their supervision; planning, assigning and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Work Environment

Position operates in a professional office environment.  This role routinely uses standard office and audiovisual equipment. This role is based on-site 80% of the time with the potential for up to 20% remote work at the discretion of the supervisor.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.

While performing the duties of this job, the employee is regularly required to talk or hear.  The employee is frequently required to stand; walk, climb stairs, use hands to finger, handle or feel; and reach with hands and arms.   Must be able to lift up to 25 pounds.

Reasonable accommodation can be provided to assist or enable qualified individuals with disabilities to perform the essential functions of the position, upon request.

Travel

This is a full-time position. Days and hours of work are generally Monday through Friday, from 8:00 a.m. to 4:30 p.m., with scheduling flexibility when needed.  This position may require weekend or evening work in the completion of tasks, as needed.

Travel is generally not expected for this position but may be occasional to remote sites and/or training events or conferences, as needed.

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