Willow ABA Services

School-Based ABA Operations Manager

Littleton, CO
Full Time
Experienced

School-Based ABA Operations Manager

School-Based ABA Operations Manager
Full-Time | Year-Round School Setting | Monday–Friday, 7:30 AM – 4:00 PM

About the Role
Willow ABA Services is seeking a detail-oriented and compassionate Operations Manager to lead the day-to-day administrative functions within a school environment dedicated to students with autism and intensive support needs. This is a meaningful opportunity to make a direct impact in a collaborative, mission-driven setting—where every system you streamline helps our students, families, and team thrive.

Why join the Willow ABA team?

At Willow ABA, we believe every person—team member, student, and family—deserves to feel secure, significant, and accepted. The world of ABA can be fast-paced and complex, but you’ll never be left to navigate it alone. We’ll meet you where you are, provide individualized training, and support your growth every step of the way.

This is a unique opportunity to help build a program from the ground up, blending the structure of in-center ABA services with the collaborative spirit of a school setting. We believe in cross-training, flexibility, and continuous development—giving you space to explore your strengths and pursue your passions. Your voice will be heard, your ideas valued, and your leadership will help shape a safe, structured, and joyful environment for students and staff alike.

What You’ll Do
As Operations Manager, you’ll ensure the program runs efficiently each day. From managing staff schedules to supporting family onboarding, overseeing compliance, and partnering closely with the Clinical Director, your organizational talent and strategic thinking will be essential.

Key Responsibilities:

  • Manage dynamic staff and student schedules in coordination with the Clinical Director
  • Support intake and onboarding for new families, including documentation, scheduling, and internal coordination
  • Track staffing needs, manage time-off requests, and anticipate hiring needs based on caseload
  • Oversee payroll and timesheet accuracy using systems such as Central Reach and internal tools
  • Monitor appointments and coordinate with the billing team to ensure accurate, timely billing
  • Maintain staff compliance with HIPAA, OSHA, and relevant regulatory requirements
  • Oversee school logistics: cleanliness, supplies, organization, and stimuli inventory
  • Process incoming documentation and mail, ensuring proper routing to billing, insurance, or finance
  • Maintain administrative trackers and support data collection efforts as requested by leadership
  • Supervise and support administrative staff using a strengths-based, collaborative approach
  • Collaborate with the Clinical Director to ensure daily operations align with student and staff needs
  • Cross-train as an RBT to better understand clinical operations and assist with staffing when needed (training provided)

Who You Are

Required Qualifications:

  • High School Diploma or equivalent
  • Previous experience in office management, school operations, or administrative leadership
  • Excellent communication and interpersonal skills
  • Strong attention to detail and comfort with systems and processes
  • Ability to multitask and stay calm in a dynamic environment
  • Physical ability to move around a school setting (e.g., walking, lifting, squatting)

Preferred Qualifications:

  • Associate’s or Bachelor’s Degree
  • Experience in ABA, education, healthcare, or school-based settings
  • Familiarity with Central Reach or similar EMR/data collection systems

Compensation & Benefits

Full-Time Employee Benefits:

  • 401(k) with employer match
  • Health, dental, and vision insurance
  • Health Savings and Flexible Spending Accounts
  • Paid time off and sick leave
  • Parental leave
  • Flexible schedule and professional development support
  • Ongoing training and cross-training opportunities

Salary: $50,000–$65,000 annually, depending on experience
Schedule: Monday–Friday, 7:30 AM – 4:00 PM
Job Type: Full-time, on-site
Location: One Location

At Willow ABA, we are proud to be an Equal Opportunity Employer and committed to building an inclusive environment where everyone feels seen, supported, and able to thrive. A background and OIG check will be required for this position. Must be a U.S. authorized employer. Unfortunately, we are not able to sponsor individuals with a work visa at this time.

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