Clinical Operations Coordinator (Front Desk)

Job Description

Job Description

Location: Southfield, MI (In-Office)
Schedule: Full-Time | Monday–Friday, 9:00 AM–6:00 PM

About the Role

Brightview Care is seeking an organized, proactive, and highly dependable Clinical Support Coordinator (Front Desk) to support the daily operations of our Southfield ABA clinic. This role goes beyond traditional front desk responsibilities and is essential to ensuring our clinic operates efficiently, our clinical teams have the resources they need, and our families receive an exceptional experience.

The ideal candidate has previous administrative experience in Applied Behavior Analysis (ABA), behavioral health, or healthcare and understands the importance of organization, communication, confidentiality, and attention to detail in a clinical setting.

This individual will work closely with BCBAs, Behavioral Technicians, families, and office leadership to coordinate administrative and operational needs, assist with clinical team support, manage materials and resources, and help maintain a welcoming, organized, and productive clinic environment.

We are looking for a self-starter who takes initiative, anticipates needs, works independently, and is willing to step in wherever needed. The right person understands that their role directly contributes to the overall client and employee experience.

Front Desk & Family Experience

• Serve as the first point of contact for clients, families, visitors, and employees, creating a welcoming and professional environment.

• Answer, screen, and appropriately route incoming phone calls and respond to general inquiries.

• Monitor and respond to incoming emails and Microsoft Teams messages in a timely and professional manner.

• Assist families with general administrative questions and direct clinical or other specialized questions to the appropriate team members.

• Support daily check-in and check-out processes and help maintain an organized front office.

• Communicate professionally with families regarding administrative matters, scheduling updates, and clinic-related information.

• Maintain a clean, organized, and presentable reception and waiting area.

Clinical & Team Support

• Provide day-to-day administrative support to BCBAs, Behavioral Technicians, and other clinical team members.

• Coordinate and organize stimulation (stim) sessions for Behavioral Technicians.

• Assist with scheduling coordination and communication between clinical staff and office leadership.

• Help prepare new client materials, therapy resources, and other items needed for clinical services.

• Organize, assemble, distribute, and maintain client-specific materials and clinical supplies as requested.

• Monitor therapy material inventory and proactively identify replenishment needs.

• Communicate supply, scheduling, and operational needs to the appropriate team members.

• Assist with preparing the clinic and materials for new client starts, staff needs, and daily programming.

• Help ensure clinical staff have access to the resources and materials necessary to support their daily responsibilities.

Office Operations & Administrative Coordination

• Support the daily administrative and operational functions of the clinic.

• Receive, organize, and distribute incoming mail, packages, and office deliveries.

• Monitor office supply inventory and coordinate ordering and replenishment.

• Create employee identification badges and coordinate replacements and updates.

• Maintain organized administrative files, records, and documentation in accordance with company procedures and confidentiality requirements.

• Assist with tracking office needs, supply requests, and outstanding administrative tasks.

• Help maintain organization and consistency across shared office spaces, storage areas, and clinical supply areas.

• Identify operational concerns and communicate them to office leadership.

• Assist with onboarding-related administrative preparation and employee materials as needed.

• Support special projects, process improvements, and additional administrative initiatives.

Marketing, Recruitment & Special Projects

• Capture office photos and assist with creating social media, marketing, and recruitment content.

• Help coordinate office events, employee engagement activities, and special projects.

• Assist with preparing materials for recruitment events, staff meetings, and company initiatives.

• Support leadership with miscellaneous projects and operational assignments as needed.

Additional Responsibilities

• Maintain professionalism and discretion when handling confidential client, family, and employee information.

• Follow company policies, procedures, and applicable HIPAA and confidentiality requirements.

• Take ownership of assigned responsibilities and follow through on tasks without requiring constant direction.

• Recognize opportunities to improve office organization, communication, and daily workflows.

• Be flexible and willing to assist with additional administrative and operational responsibilities as the needs of the clinic evolve.

What We're Looking For

1. Previous administrative experience in an ABA, behavioral health, or healthcare setting is required.

2. Familiarity with ABA clinic operations, clinical terminology, and the roles of BCBAs and Behavioral Technicians.

3. Strong customer service and interpersonal skills, with the ability to communicate professionally with families and employees.

4. Exceptional organizational skills and attention to detail.

5. Ability to manage multiple responsibilities, prioritize competing demands, and meet deadlines in a fast-paced clinical environment.

6. Strong written and verbal communication skills.

7. Proficiency with Microsoft Office, including Outlook, Teams, Word, and Excel.

8. Ability to learn and navigate electronic systems, scheduling platforms, and other administrative technology.

9. Ability to maintain confidentiality and handle sensitive information appropriately.

10. Demonstrated initiative, problem-solving skills, and the ability to work independently.

    A team-oriented mindset and willingness to take ownership of responsibilities beyond traditional front desk duties.

Why Brightview Care?

• At Brightview Care, we're committed to improving the lives of children with autism while creating a supportive, collaborative, and engaging environment for our employees.

  As our organization continues to grow, every team member plays an important role in delivering quality services and creating a positive experience for the families we serve. As our Clinical Support Coordinator, you'll be an integral part of our clinic operations, helping bridge the gap between administrative needs and clinical team support.

  We value individuals who take initiative, bring solutions, embrace new challenges, and genuinely care about making a difference.

  If you're organized, resourceful, adaptable, and excited to play an important role in supporting an ABA clinic, we'd love to hear from you!

  Brightview Care is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We do not discriminate on the basis of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, disability, genetic information, or any other protected status under applicable law.