Operations Coordinator - Dearborn, MI - Full Time

• Operations Coordinator — ABA Clinic
• Patterns Behavioral Services | Dearborn, MI
• Pay: $22–$26 per hour, depending on experience
• Schedule: On-site, 7:30 - 4:30pm

A well-run clinic starts with someone who keeps schedules moving, follows through on details, and makes families and staff feel supported.

At Patterns Behavioral Services, we’re looking for an Operations Coordinator to partner with our Clinical Director and support the daily operations of our Dearborn ABA clinic. This role combines scheduling, office management, and administrative support for Detroit Wayne Integrated Health Network (DWIHN) requirements.

If you enjoy solving problems, bringing order to a busy day, and doing work with a meaningful purpose, we’d love to hear from you!

What You’ll Do

• Scheduling and Service Coordination
• Maintain accurate staff and client schedules for assigned locations.
• Coordinate with clinical leadership to address cancellations, staffing changes, and coverage needs.
• Audit schedules and client hours, identify discrepancies, and follow through on corrections.
• Monitor session conversion and required signatures, following up with clinical staff on outstanding items.
• Track cancellation trends and communicate opportunities to improve service consistency.
• Coordinate scheduling within approved service authorizations and flag concerns to clinical leadership.
• DWIHN Administrative and Compliance Support
• Track DWIHN-related administrative requirements, documentation deadlines, and follow-up items.
• Support accurate client records and monitor service authorization dates and approved hours.
• Partner with clinical leadership to track required Individual Plans of Service (IPOS) documentation and communicate missing or upcoming items.
• Assist with audit preparation, documentation requests, and administrative follow-up.
• Escalate documentation or authorization concerns that could affect service delivery.
• Office and Facility Operations
• Create a welcoming, professional environment for children, families, staff, and visitors.
• Manage daily administrative tasks, correspondence, data entry, and meeting coordination.
• Maintain office supplies and equipment, communicate with vendors, and follow up on facility needs.
• Provide administrative coverage as needed to support clinic operations.
• Communication and Process Improvement
• Serve as a dependable point of contact for families, staff, and internal departments.
• Communicate schedule changes, operational updates, and outstanding needs promptly.
• Identify practical ways to improve workflows, reduce errors, and strengthen follow-through.
• Partner with the Clinical Director to resolve daily operational challenges.
• #ZR #hpeast

Requirements

• HS Diploma required; Preferred: Bachelor's degree in a relevant field (e.g., psychology, social work, business administration).
• Previous experience in scheduling, office management, operations coordination, or a comparable administrative role.
• Experience managing changing schedules and competing priorities in a busy workplace.
• Strong attention to detail and the ability to maintain accurate records and track deadlines.
• Clear, professional verbal and written communication.
• Ability to handle confidential employee and client information with discretion.
• Proficiency with email, spreadsheets, and office software, with the ability to learn new systems.
• Ability to work independently while collaborating closely with clinical and administrative teams.
• Availability to work on-site for eight-hour workdays beginning at 7:30a.m.

Preferred Qualifications and Experience

• Direct experience supporting DWIHN requirements and administrative processes is strongly preferred.
• Experience in an ABA clinic, behavioral health organization, or healthcare setting.
• Familiarity with Medicaid-funded services, service authorizations, IPOS documentation, and compliance tracking.
• Experience preparing records for audits and following up on missing documentation.
• Experience using CentralReach or a similar scheduling and clinical documentation system.
• Experience coordinating staff coverage and communicating with families about scheduling needs.