Program Operations Manager

Program Operations Manager

Location:

Toms River, NJ
Posted: 12/30/2025
Category:
Center Based

Education:

Bachelor's Degree

Join an established and growing organization, Kaleidoscope ABA, as the Program Operations Manager to support our mission of delivering therapeutic services to children with autism. You will manage day‑to‑day center operations, oversee recruitment, scheduling, customer service, reporting, and general administrative tasks, and maintain accurate staffing and service delivery records. The role requires strong collaboration with HR, Operations, and Clinical teams and serves as the primary liaison between administrative and clinical staff for case assignment and staff availability.

• Day‑to‑day management of the center.
• Recruitment, scheduling, customer service, reporting, and general administrative tasks.
• Maintain accurate staffing and service delivery records for each case.
• Create, maintain, and manage a master schedule, staffing clinical cases according to budgeted hours.
• Support HR, Operations, and Clinical department functions.
• Liaison between administrative and clinical staff; primary point of contact for case assignment and staff availability.
• Additional duties as assigned.

• Medical, Dental, and Vision Insurance through United Healthcare.
• Paid Time‑Off including vacation, sick, and 8 paid holidays.
• Long‑Term Disability and Life Insurance.
• 401k with a 6% match and a two‑year vesting schedule.
• Weekly pay each Thursday.

• Professional knowledge and experience in scheduling and operations.
• High standard of ethical conduct and respect for confidentiality.
• Honesty and integrity.
• Polite, courteous, and cooperative communication with internal and external clients.

• Bachelor’s Degree or equivalent work experience.
• Bachelor’s Degree in Marketing, Business Administration, Healthcare, preferred.

• 1–2 years of administration or scheduling in a medical, dental, therapy, PT, OT office (or similar).
• 3–5 years of experience preferred.
• Prior Practice Managers encouraged to apply.

• Strong rapport‑building skills, especially on the phone.
• Sense of urgency.
• Ability to work independently toward assigned goals.
• Excellent time management and organization skills.
• Ability to manage multiple tasks, prioritize, and meet deadlines.
• Attention to detail.
• Ability to administer processes consistently across the company.
• Superb communication skills.
• Collaborative with ABA personnel.
• Communicate effectively with management, staff, families, and clients.
• Professional appearance and presentation required.

• Proficient in Microsoft Office (Word, Excel, PowerPoint).
• Proficiency in email and Outlook.
• Maintain accurate records, work in the database, use Excel, and track processes.
• Use Zoom and Go To Meeting software.
• Learn ReThink software within 30 days.

• Exposure to constant or intermittent sounds that may cause distraction.
• High demand for telephone work.
• Considerable stress may occur due to meeting deadlines.
• Hours:
  
  8:30 a.m. to 5:00 p.m.; may vary per recruitment projects.
• Full‑time essential function.
• Read/respond to emails and accept calls outside of work hours.

Kaleidoscope Family Solutions ABA and its subsidiaries and affiliates do not discriminate and are Equal Opportunity Employers.