Scheduling & Administrative Coordinator

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

Pay:

$40,000.00 - $50,000.00 per year

Benefits:

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

Work Location:

In person