Scheduling Administrative Coordinator

Job description:

About Us:
We are a growing, clinic-based ABA company dedicated to providing high-quality services to children and families. Our team values collaboration, organization, and a strong commitment to client care. We are seeking a reliable and detail-oriented Scheduler/Administrative Assistant to support our daily operations and ensure smooth scheduling across our clinical team.

Position Summary:
The Scheduler/Administrative Assistant plays a critical role in coordinating client sessions, managing staff schedules, and supporting administrative functions within the clinic. This position requires prior experience with ABA scheduling and the ability to thrive in a fast-paced, team-oriented environment.

Key Responsibilities:

• Create, manage, and maintain client and staff schedules
• Coordinate coverage for call-outs, PTO, and schedule changes
• Communicate schedule updates clearly and promptly with staff and families
• Ensure accuracy of schedules for billing and service delivery
• Collaborate with clinical and administrative teams to optimize scheduling efficiency
• Track attendance and address scheduling inconsistencies
• Assist with general administrative tasks (emails, data entry, documentation support, etc.)
• Support onboarding logistics related to scheduling for new hires and clients
• Greet clients, families, and staff professionally and warmly
• Answer phones, respond to emails, and provide information to families and staff
• Maintain client and staff records as needed, and ensure compliance with HIPAA regulations
• Restock office and clinic supplies and update Office Manager on low inventory as needed

Qualifications:

• Required: Prior experience with ABA scheduling (clinic-based preferred)
• Strong organizational and time management skills
• High attention to detail and accuracy
• Excellent written and verbal communication skills
• Ability to problem-solve quickly and manage multiple priorities
• Reliable, punctual, and professional
• Proficient with computers and scheduling systems (experience with ABA software is a plus)

What We’re Looking For:

• A proactive, dependable team member who takes ownership of their role
• Someone who thrives in a structured but fast-moving environment
• A strong communicator who can balance staff and client needs effectively

Why Join Us:

• Consistent weekday schedule (no weekends!)
• Supportive and collaborative team environment
• Opportunity to grow with a rapidly expanding company
• Meaningful work supporting children and families

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Retirement plan
• Vision insurance