Position Summary
The Client Services Coordinator is a leadership-level operations role responsible for client service coordination, family communication quality, funder communication support, recruiting coordination, operational workflow completion, scheduling follow-through, and service-delivery support.
This role requires strong leadership, independent organization, ABA operations experience, and the ability to manage time-sensitive administrative workflows. The Client Services Coordinator monitors operational tasks, supports service recovery, manages communication related to client access priorities, supports recruiting workflows, and ensures scheduling or service-delivery concerns are routed appropriately. $21-$29 based on experience
Reports To
Clinical and Operational Development Supervisor
Primary Job Duties
Client Services, Access, and Family Communication
The Client Services Coordinator will:
Serve as a primary non-clinical contact for assigned client service coordination needs.
Support timely and professional communication with caregivers.
Complete non-clinical follow-up related to service coordination, scheduling concerns, documentation needs, and caregiver questions.
Track caregiver communication needs, access barriers, and unresolved service concerns.
Support service-recovery communication when families experience missed communication, schedule disruption, or operational concerns.
Route clinical questions to the appropriate clinical leader.
Funder Communication and Access Prioritization
The Client Services Coordinator will:
Manage non-clinical communication with funders related to client access, scheduling barriers, service-start status, staffing needs, and continuity of services.
Support conversations with funders to help prioritize access for clients waiting for services or experiencing service-delivery barriers.
Track funder communication, follow-up dates, requested updates, and unresolved access concerns.
Communicate access trends and funder-related barriers to leadership.
Coordinate with scheduling, clinical leadership, and administrative teams when funder communication affects service prioritization or continuity of care.
Use approved language when discussing service status, access barriers, and next steps with funders.
Recruiting Coordination
The Client Services Coordinator will:
Support recruiting workflows for staffing needs connected to scheduling, access, and service delivery.
Send interview links and candidate follow-up communication as assigned.
Help coordinate interview scheduling and candidate availability.
Track candidate status, interview completion, next steps, and outstanding recruiting tasks.
Communicate urgent staffing needs to leadership when recruiting barriers affect client access or service continuity.
Support monthly interview coordination or recruiting follow-up processes as assigned.
Maintain professional communication with candidates and protect confidential applicant information.
Operational Workflow Leadership
The Client Services Coordinator will:
Monitor assigned operational workflows to ensure tasks are completed accurately and on time.
Review trackers, task lists, and follow-up systems for completion.
Identify workflow breakdowns and communicate required next steps.
Support implementation of standard operating procedures and approved workflows.
Organize daily, weekly, and monthly operational priorities.
Follow up with team members regarding missing information, incomplete tasks, or time-sensitive needs.
Support accountability within the established chain of command.
Exercise sound judgment and make timely day-to-day operational decisions within the approved scope of the role.
Respond to routine workflow needs, communication barriers, and service-coordination issues without unnecessary delay.
Determine appropriate next steps for assigned operational tasks while escalating high-impact, clinical, or out-of-scope concerns through the proper chain of command.
Scheduling and Service Follow-Through
The Client Services Coordinator will:
Coordinate with the Lead Scheduler regarding scheduling barriers, coverage concerns, repeated cancellations, and reschedule needs.
Monitor repeated missed sessions or schedule instability.
Track service-delivery concerns that require operational follow-up.
Support documentation of schedule-related barriers and follow-up actions.
Communicate scheduling trends to leadership when concerns affect continuity of services.
Ensure scheduling concerns are addressed through the appropriate workflow.
Clinic and General ABA Operations Support
The Client Services Coordinator will:
Support clinic or general ABA operations as assigned.
Assist with staff coordination, operational readiness, and service-delivery follow-through.
Identify gaps in communication, workflow completion, or administrative support.
Coordinate with leadership when staffing, scheduling, caregiver communication, funder communication, recruiting, or documentation barriers affect service delivery.
Support process improvements related to operational systems and communication.
Leadership Expectations
The Client Services Coordinator is expected to:
Demonstrate ownership of assigned workflows.
Provide clear direction using approved administrative processes.
Organize team priorities and unresolved action items.
Exercise sound judgment when making daily operational decisions within role scope.
Communicate barriers promptly and professionally.
Maintain consistent caregiver, staff, funder, candidate, and leadership communication.
Identify repeated service, communication, staffing, access, or workflow concerns.
Escalate high-impact concerns promptly.
Model professionalism, confidentiality, and accountability.
Minimum Qualifications
High school diploma or equivalent required.
Bachelor’s degree preferred.
Minimum of 1 year of ABA operations experience required, either in clinic operations or general ABA operations.
Prior leadership, lead, coordinator, or supervisory experience strongly preferred.
Experience supporting ABA administrative workflows, including client communication, scheduling coordination, staffing follow-up, clinic operations, service-delivery tracking, recruiting coordination, or operational task management.
Strong written and verbal communication skills.
Strong organization, follow-through, and task-management skills.
Ability to communicate professionally with caregivers, staff, funders, candidates, and leadership.
Ability to monitor workflow completion and identify unresolved barriers.
Ability to document trends, follow-up actions, recruiting updates, access barriers, and escalation needs.
Ability to maintain confidentiality and use sound judgment.
Skills Required
- High school diploma or equivalent
- Bachelor's degree
- Minimum of 1 year of ABA operations experience (clinic or general ABA operations)
- Prior leadership, lead, coordinator, or supervisory experience
- Experience supporting ABA administrative workflows (client communication, scheduling coordination, staffing follow-up, clinic operations, service-delivery tracking, recruiting coordination, operational task management)
- Strong written and verbal communication skills
- Strong organization, follow-through, and task-management skills
- Ability to communicate professionally with caregivers, staff, funders, candidates, and leadership
- Ability to monitor workflow completion and identify unresolved barriers
- Ability to document trends, follow-up actions, recruiting updates, access barriers, and escalation needs
- Ability to maintain confidentiality and use sound judgment
What We Do
Empower Minds ABA LLC is a mission-driven practice providing personalized, evidence-based Applied Behavior Analysis (ABA) therapy for children. They focus on fostering growth, independence, and meaningful change through compassionate care, prioritizing clinical integrity and cultural responsiveness to make high-quality behavioral services accessible to every child and family, regardless of background, language, or income.
