Operations Manager ABA
Sunrise ABA, Oakland, CA, United States
The Operations Manager is responsible for overseeing the daily operations of the East Bay center while managing all regional scheduling functions. This role ensures the center operates efficiently, maintains compliance standards, and delivers a high-quality experience for both staff and families. This position serves as a cross-functional operational leader supporting clinical, recruiting, and leadership teams. The role is responsible for aligning staffing, scheduling, and operational processes to support strong performance, minimize service disruption, and drive key business metrics. This role may evolve over time based on business needs and may support additional operational initiatives as assigned.
Responsibilities
Center Operations (COS)
Oversee daily operations of the center, ensuring a safe, organized, and high-quality environment
Serve as the primary point of contact for families for non-clinical needs and general communication
Maintain facility operations including supplies, vendor coordination, and overall center upkeep
Ensure compliance with safety protocols, building procedures, and authorized access requirements
Support intake logistics, including assessment scheduling and onboarding coordination
Scheduling & Learner Coordination
Own all regional scheduling, including building and maintaining staff and learner schedules
Manage real-time scheduling adjustments including callouts, cancellations, and reroutes
Support schedule optimization by coordinating make-ups and minimizing lost hours
Develop schedule proposals and support alignment between staff availability and learner needs
Partner with clinical and recruiting teams to ensure timely staffing and learner placement
Monitor scheduling trends and proactively address gaps and cancellation impact
Staff Supervision & Support
Supervise BTs, RBTs, and center-based staff across onboarding, development, and retention
Monitor staff attendance, availability, and time-off requests
Support coverage planning and resolution of staffing gaps
Partner with clinical leadership on staff performance and training coordination
Promote a positive team environment focused on accountability and engagement
Administrative & Operational Support
Maintain accurate and up-to-date data within CentralReach and other operational systems
Support payroll, billing, timekeeping, and documentation processes to ensure accuracy and compliance
Assist with onboarding and offboarding coordination and employee documentation
Manage center-related expenses, supplies, and purchasing needs
Ensure compliance with company policies and applicable labor laws
Operational Performance & KPI Management
Monitor key performance metrics, including utilization, cancellations, and scheduling efficiency
Track and follow up on scheduling gaps, unconverted appointments, and lost service hours
Maintain scheduling tools, trackers, and reporting systems to support operations
Identify and implement process improvements to increase efficiency and performance
Data Tracking & Reporting
Track and report on staffing needs, scheduling gaps, and utilization trends
Monitor intake pipeline and learner launch progress
Prepare and maintain operational reports to support leadership decision-making
Collaboration & Communication
Serve as the primary scheduling and operations point of contact for the region
Manage and respond to the scheduling inbox in a timely and professional manner
Partner with clinical, recruiting, HR, and leadership teams to align staffing and operations
Participate in leadership meetings and support execution of operational priorities
New Learner & Growth Support
Coordinate initial schedules for new learners in alignment with staffing and scheduling expectations
Partner with recruiting to support timely staffing for new cases
Support center growth initiatives, tours, and operational readiness
Assist with planning and support for new center launches as needed
Qualifications
Skills/Abilities
Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment
Excellent communication skills – in person, by phone, and in writing
Strong interpersonal and leadership skills with the ability to supervise and support team members
Ability to problem-solve quickly and make sound operational decisions
Strong attention to detail and ability to maintain accurate data and documentation
Ability to manage scheduling complexities and adapt to real-time operational changes
Ability to act with professionalism, accountability, and sound judgment
Proficient with Google Workspace or related software
Proficiency with or the ability to quickly learn scheduling and operational systems (CentralReach preferred)
Knowledge of HIPAA and operational compliance standards preferred
Education & Experience Requirements
Bachelor’s degree in business, healthcare, psychology, education, or related field preferred
2+ years of experience in operations, scheduling, or team management (ABA or healthcare preferred)
Leadership or supervisory experience required
Experience managing schedules, staffing coordination, or workforce planning strongly preferred
Experience with CentralReach or similar systems a plus
Strong organizational and time management skills with the ability to manage competing priorities
Excellent communication and interpersonal skills
Ability to handle sensitive or confidential information with discretion
Physical Requirements
The ability to sit and stand for extended periods throughout the workday
The ability to walk and move throughout the center environment as needed
The ability to lift at least 25 lbs
The ability to operate a computer and office equipment consistently throughout the workday
Work Environment & Schedule Expectations
Fully on-site role, Monday–Friday, 40 hours per week
Center hours typically range from 8:00 AM to 7:00 PM; flexibility required based on operational needs
Pay Rate: $60,000 USD - $65,000 USD
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Responsibilities
Center Operations (COS)
Oversee daily operations of the center, ensuring a safe, organized, and high-quality environment
Serve as the primary point of contact for families for non-clinical needs and general communication
Maintain facility operations including supplies, vendor coordination, and overall center upkeep
Ensure compliance with safety protocols, building procedures, and authorized access requirements
Support intake logistics, including assessment scheduling and onboarding coordination
Scheduling & Learner Coordination
Own all regional scheduling, including building and maintaining staff and learner schedules
Manage real-time scheduling adjustments including callouts, cancellations, and reroutes
Support schedule optimization by coordinating make-ups and minimizing lost hours
Develop schedule proposals and support alignment between staff availability and learner needs
Partner with clinical and recruiting teams to ensure timely staffing and learner placement
Monitor scheduling trends and proactively address gaps and cancellation impact
Staff Supervision & Support
Supervise BTs, RBTs, and center-based staff across onboarding, development, and retention
Monitor staff attendance, availability, and time-off requests
Support coverage planning and resolution of staffing gaps
Partner with clinical leadership on staff performance and training coordination
Promote a positive team environment focused on accountability and engagement
Administrative & Operational Support
Maintain accurate and up-to-date data within CentralReach and other operational systems
Support payroll, billing, timekeeping, and documentation processes to ensure accuracy and compliance
Assist with onboarding and offboarding coordination and employee documentation
Manage center-related expenses, supplies, and purchasing needs
Ensure compliance with company policies and applicable labor laws
Operational Performance & KPI Management
Monitor key performance metrics, including utilization, cancellations, and scheduling efficiency
Track and follow up on scheduling gaps, unconverted appointments, and lost service hours
Maintain scheduling tools, trackers, and reporting systems to support operations
Identify and implement process improvements to increase efficiency and performance
Data Tracking & Reporting
Track and report on staffing needs, scheduling gaps, and utilization trends
Monitor intake pipeline and learner launch progress
Prepare and maintain operational reports to support leadership decision-making
Collaboration & Communication
Serve as the primary scheduling and operations point of contact for the region
Manage and respond to the scheduling inbox in a timely and professional manner
Partner with clinical, recruiting, HR, and leadership teams to align staffing and operations
Participate in leadership meetings and support execution of operational priorities
New Learner & Growth Support
Coordinate initial schedules for new learners in alignment with staffing and scheduling expectations
Partner with recruiting to support timely staffing for new cases
Support center growth initiatives, tours, and operational readiness
Assist with planning and support for new center launches as needed
Qualifications
Skills/Abilities
Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment
Excellent communication skills – in person, by phone, and in writing
Strong interpersonal and leadership skills with the ability to supervise and support team members
Ability to problem-solve quickly and make sound operational decisions
Strong attention to detail and ability to maintain accurate data and documentation
Ability to manage scheduling complexities and adapt to real-time operational changes
Ability to act with professionalism, accountability, and sound judgment
Proficient with Google Workspace or related software
Proficiency with or the ability to quickly learn scheduling and operational systems (CentralReach preferred)
Knowledge of HIPAA and operational compliance standards preferred
Education & Experience Requirements
Bachelor’s degree in business, healthcare, psychology, education, or related field preferred
2+ years of experience in operations, scheduling, or team management (ABA or healthcare preferred)
Leadership or supervisory experience required
Experience managing schedules, staffing coordination, or workforce planning strongly preferred
Experience with CentralReach or similar systems a plus
Strong organizational and time management skills with the ability to manage competing priorities
Excellent communication and interpersonal skills
Ability to handle sensitive or confidential information with discretion
Physical Requirements
The ability to sit and stand for extended periods throughout the workday
The ability to walk and move throughout the center environment as needed
The ability to lift at least 25 lbs
The ability to operate a computer and office equipment consistently throughout the workday
Work Environment & Schedule Expectations
Fully on-site role, Monday–Friday, 40 hours per week
Center hours typically range from 8:00 AM to 7:00 PM; flexibility required based on operational needs
Pay Rate: $60,000 USD - $65,000 USD
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