Site Administrator in Cheyenne, Wyoming at GATEway Autism Therapies

Site Administrator

Position Summary

The Site Administrator serves as the operational leader of the clinic and is responsible for creating an environment of clinical excellence, accountability, professionalism, and positive culture.

This role requires a strong leader who takes ownership of the clinic’s day-to-day operations, quality of care, staff performance, family experience, financial outcomes, and overall clinic morale.

The Site Administrator is expected to lead with confidence, integrity, and solutions-focused thinking while ensuring company core values are consistently demonstrated throughout the clinic. This individual must be comfortable making difficult decisions, holding staff and families accountable to policies and expectations, and addressing concerns directly and professionally.

The Site Administrator partners closely with clinical leadership, the Executive Director, and the CEO to ensure high-quality services, operational efficiency, employee engagement, and long-term clinic success.

Essential Job Functions

Clinical Operations & Quality Assurance

• Oversee daily clinic operations to ensure high-quality service delivery, treatment integrity, and continuity of care.
• Monitor implementation of clinical programming and support systems to ensure consistency, engagement, and relevance for clients served.
• Collaborate directly with BCBAs toestablishworkflows, therapist expectations, and clinic procedures.
• Ensure clinical excellence and quality assurance standards aremaintainedthroughout the clinic.
• Train therapists and support staff as needed to ensuretreatmentfidelity and quality service delivery.
• Identifyoperational or service concerns and develop proactive action plans and solutions.
• Participate in quality improvement initiatives and collaborate with leadership teams on multi-state operational strategies.
• Assistin the development, implementation, and oversight of staff training systems and onboarding protocols.
• Review clinic metrics weekly and implement strategies to improve attendance, staffing, scheduling, service hours, and client outcomes.
• Support clinics without onsite leadership by providing operational and administrative guidance as needed.

Leadership & Team Management

• Lead the clinic with professionalism, accountability, and ownership.
• Foster a warm, welcoming, positive, and solutions-oriented work environment for staff, clients, and families.
• Promote strong company morale and ensure core values are consistently demonstrated by all team members.
• Conduct 90-day and annual performance evaluations for BTs/RBTs.
• Address employee performance concerns promptly through coaching, accountability conversations, corrective action, and disciplinary processes when necessary.
• Hold staff accountabletocompany policies, attendance expectations, professionalism standards, and operational procedures.
• Support staff growth, engagement, development, and retention initiatives.
• Oversee onboarding, orientation, and ongoing staff support.
• Conduct technician interviews and support recruitment and hiring efforts.
• Provide direct support and guidance to staff experiencing workflow or documentation challenges.
• Lead difficult conversations professionally and confidently whilemaintainingrespect and professionalism.

Family Relations & Client Experience

• Ensure families experience a professional, organized, and supportive clinic environment.
• Communicate with familiesregardingscheduling, attendance, prescribed hours, clinic expectations, and service concerns.
• Conduct meetings with familiesregardingexcessive tardiness, attendance concerns, handbook expectations, and prescribed versus agreed-upon service hours.
• Send attendance warning letters, policy reminders, and other necessary communications.
• Coordinate service pauses andcommunicatewith familiesregardinginsurance or attendance-related interruptions to services.
• Maintain positive relationships with families while upholding company policies and operational expectations.

Administrative & Operational Responsibilities

• Answer phone calls and greet visitors professionally and warmly.
• Track attendance for clients and BTs/RBTs.
• Manage clinic scheduling.
• Maintain city spreadsheets and operational metrics weekly and monthly.
• Review CR dashboards, payroll reports, admin time, service hours, cancellations, and clinic productivity metrics.
• Ensuretimelydaily conversions for all direct and administrative hours.
• Assiststaff with CR conversion troubleshooting and resolution.
• Maintainaccurateclient records, disability forms, school notes, evaluations, and records requests.
• Manage psych evaluations and supporting administrative processes.
• Review andmonitorCPR certifications and other required staff credentials.
• Coordinate contractors, maintenance requests, and facilityneedsto ensure clinic safety and functionality.
• Ensure the clinic environment remains clean, organized, safe, and welcoming at all times.
• Order andmaintainadministrative and clinical supplies.
• Support clinic marketing efforts, Lunch & Learns, community outreach, and merchandise coordination.

Financial & Business Oversight

• Assistwith clinic budget management and oversight of clinic profit and loss performance.
• Monitor clinic spending and ensure responsible operational decision-making.
• Review weekly clinic metrics andidentifyopportunities to improve operational efficiency and financial performance.
• Ensure staffing and scheduling decisions align with budget expectations and operational needs.
• Take ownership of clinic outcomes and proactively implement solutions when targets are notbeing met.
• Collaborate with leadership to support sustainableclinicgrowth and operational excellence.

Professional Expectations

The Site Administrator is expected to:

• Operate witha high levelof professionalism, initiative, and accountability.
• Take ownership of clinic success and operational outcomes.
• Besolutions-focusedand proactive when presenting concerns or ideas to leadership.
• Lead with confidence whilemaintainingempathy, professionalism, and respect.
• Demonstrate sound judgment and decision-making abilities.
• Maintain confidentiality and professionalism in all interactions.
• Represent the mission, vision, and values of GATE in all aspects of the role.
• Create a workplace culture where employees feel supported, valued, challenged, and motivated to succeed.

Qualifications

• Strong leadership, communication, and organizational skills.
• Ability to manage multiple priorities in a fast-paced clinical environment.
• Experience supervising staff and managing operational workflows.
• Ability to navigate difficult conversations professionally and effectively.
• Strong problem-solving and decision-making abilities.
• Experience in healthcare, behavioral health, ABA, or clinic operations preferred.
• Proficiencywith scheduling systems, reporting systems, and administrative software.
• Commitment to high standards of care, professionalism, and accountability.

Physical Requirements

• Ability to sit, stand, walk, bend, reach, and perform routine office and clinic-related tasks.
• Ability to lift and carry up to 25 pounds occasionally.
• Ability to use a computer, telephone, and standard office equipment for extended periods.

Work Environment

This position operates in a professional clinical environment and may require interaction with clients, families, staff, community partners, and vendors. The Site Administrator must be able to manage competing priorities while maintaining a positive, professional, and solutions-focused approach.

Reporting Structure

Reports Directly To:

• Executive Director

Works Collaboratively With:

• BCBAs
• Clinical Leadership
• Operations Team
• Quality Assurance Team
• Administrative Staff
• Community Partners

FLSA Status: Non-Exempt

Department: Clinical