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