ABA Scheduling Coordinator

Applied Behavioral Analysis- Scheduling Coordinator

Position Summary

Aspire Behavioral Care is seeking a highly organized and detail-oriented ABA Scheduler to join our team. The ABA Scheduler plays a critical role in ensuring efficient coordination of client services by managing staff schedules, maintaining therapy authorizations, and supporting operational needs. This position works closely with Center Manager, Clinical Manager, BCBAs, Registered Behavior Technicians, clients, and families to ensure consistent and effective service delivery.

The ideal candidate thrives in a fast-paced environment, possesses excellent communication skills, and can effectively balance multiple priorities while maintaining a high level of accuracy.

Essential Duties and Responsibilities

Scheduling & Coordination

• Create and maintain schedules for Registered Behavior Technicans and clients in CentralReach
• Coordinate client appointments and therapy sessions based on staff availability and authorization hours
• Manage schedule changes, cancellations, staff call-offs, and client absences.
• Monitor staffing needs and assist with coverage for open sessions
• Communicate schedule updates promptly to employees, supervisors, and families
• Track therapist productivity and utilization to maximize service delivery
• Code employee time off correctly in CentralReach

Administrative & Reception Support

• Serve as a point of contact for scheduling-related inquiries
• Assist with answering phones and greeting visitors during afternoon office hours
• Support employee onboarding by coordinating schedules for new hires and training sessions
• Maintain organized electronic records and documentation
• Assist leadership with administrative projects and data tracking

Communication & Customer Service

• Build positive relationships with clients, families, and staff.
• Communicate professionally and effectively with all stakeholders
• Address scheduling conflicts and concerns in a timely manner
• Maintain confidentiality in accordance with HIPAA guidelines

Qualifications

Required

• High school diploma or equivalent
• Minimum one year of scheduling, administrative, or healthcare coordination experience
• Proficiency with Microsoft Office Suite, including Excel, Outlook, and Word
• Strong organizational skills and attention to detail
• Excellent verbal and written communication skills
• Ability to multitask and prioritize workload in a fast-paced environment

Preferred

• Experience in Applied Behavior Analysis (ABA), healthcare, or behavioral health settings
• Experience using CentralReach or similar practice management software
• Knowledge of insurance authorizations and service scheduling
• Associate's or Bachelor's degree in a related field

Desired Skills

• Strong problem-solving abilities
• Exceptional time management skills
• Ability to work independently and collaboratively
• Professional customer service approach
• High level of accuracy and data-entry proficiency
• Ability to remain flexible and adapt to changing priorities
• The ability to work around individuals with disabilities

Physical Requirements

• Prolonged periods of sitting and working on a computer.
• Ability to communicate effectively in person, by phone, and via email.
• Occasional lifting of office materials up to 20 pounds.

Benefits

• Competitive pay based on experience
• Paid Time Off (PTO)
• Medical, Dental, and Vision Insurance eligibility (after 90 days)
• Supplemental benefit options (after 90 days)
• Simple IRA plan eligibility (after 90 days)
• Company sponsored gym membership program
• Ongoing training and professional development opportunities
• Supportive and collaborative work environment