Location: In-Person
Schedule: Monday – Friday, 6:00 AM – 2:30 PM (30-minute lunch)
Additional: 1 Saturday per month, with a half-day Friday during that week
Reports to: Operations / Scheduling Manager

About the Role

We are a fast-paced ABA agency seeking a highly organized, calm-under-pressure Scheduling Assistant to support our growing clinical team. This role is essential to maintaining client utilization and ensuring smooth communication between clients, clinical staff, and internal departments.

The ideal candidate is independent, solutions-focused, and confident in handling high-volume scheduling needs. You must be comfortable working in a busy environment, problem-solving in real time, providing excellent customer service, and collaborating across departments when support is needed.

Key Responsibilities:

Scheduling & Coordination

• Process schedule changes, updates, cancellations, and additions (sessions and team meetings)
• Reschedule sessions and locate substitutes when needed
• Add team meetings and therapy sessions in Rethink (BT, PC, SUP)
• Add placeholders and extend schedules as authorizations change
• Add new authorizations in Rethink and communicate updates to the admin team
• Manage scheduling for new authorizations, including creating full team schedules

• Use Rethink daily for scheduling, authorizations, labels, and documentation
• Update client and team member profiles accurately
• Follow all internal scripts and scheduling procedures

Time-Off & Coverage

• Check daily BT Requested Time-Off in Bamboo HR
• Coordinate coverage and communicate changes clearly
• Collaborate with scheduling admins and other departments when needed

Client & Clinical Support

• Maintain client utilization by ensuring schedules are complete and optimized
• Support clients and clinical team members with scheduling-related questions or concerns
• Appropriately direct issues to the correct department for resolution

District & Policy Coordination

• Serve as the point of contact for GUSD
• Follow all GUSD policies and agency procedures
• Handle GUSD cancellations according to established scripts and policies

Documentation & Compliance

• Collect liability waivers when scheduling outings (English & Spanish)
• Ensure all required documents are completed and stored properly

Process Improvement & Collaboration

• Streamline scheduling workflows to improve efficiency
• Revise and maintain the Scheduling Department Manual as needed
• Willingly assist with tasks from other departments when additional support is needed
• Maintain a positive, team-oriented attitude when priorities shift

Professional Development

• Attend at least one networking or self-improvement event per year

Required Skills & Qualifications:

• Ability to remain calm, professional, and organized in a high-volume, fast-paced environment
• Strong customer service and communication skills
• Excellent time management and multitasking abilities
• Independent worker with strong problem-solving skills
• Team player comfortable collaborating across departments
• High attention to detail and accuracy
• Ability to maintain client utilization and proactively support clients and the clinical team
• Strong written and verbal communication skills
• Bilingual in English and Spanish (required)
• Healthcare, ABA, or behavioral health background (preferred)
• Experience with a scheduling system strongly preferred

Why Join Us

• Mission-driven work supporting children and families
• Collaborative and supportive administrative team
• Opportunity for growth within operations and healthcare administration
• Structured systems with room for innovation and improvement