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