ABA Administrative Coordinator — Scheduling & Ops

Automatic Data Processing, Inc.; Fremont (CA); On-site; USD 60,000 - 85,000; Full time

Job summary

Automatic Data Processing, Inc. is seeking an Administrative Coordinator to support CSLOT operations, focusing on scheduling ABA sessions, coordinating client needs, and maintaining accurate administrative records.

This role collaborates with the ABA Lead, clinical staff, HR, Billing, Recruiting, and other administrators to ensure seamless service delivery and consistent processes. You will proactively manage scheduling, assist with coverage, and participate in cross-training across departments

Qualifications

• At least three years of office, scheduling, or administrative coordination experience.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Experience with scheduling systems, Microsoft Office, and Google Workspace.
• Ability to maintain confidential information and work collaboratively across departments.

Responsibilities

• Coordinate and proactively manage direct ABA session scheduling for clients and BTs/RBTs with ABA Lead and clinical team.
• Collect leaves of absence, update schedules, coordinate cancellations and rescheduled sessions.
• Identify scheduling conflicts and uncovered sessions; pursue opportunities to improve coverage and service hours.
• Communicate scheduling changes to clients, families, and staff; minimize gaps in service delivery.
• Maintain and update client profiles, staff scheduling information, and tracking documents; ensure accuracy and quality checks.
• Monitor scheduled hours, delivered hours, cancellations, and coverage; report trends to the ABA Lead.
• Assist with onboarding, answer calls and emails, route questions to the appropriate Lead or department.
• Support ABA billing corrections and authorization requests as directed by the ABA Lead.

Skills

Scheduling

Administrative coordination

Microsoft Office

Google Workspace

Written & verbal communication

Multitasking

Confidentiality & PHI handling

Tools

Scheduling software

Microsoft Office

Google Workspace

Job description

Automatic Data Processing, Inc. is seeking an Administrative Coordinator to support CSLOT operations, focusing on scheduling ABA sessions, coordinating client needs, and maintaining accurate administrative records.

This role collaborates with the ABA Lead, clinical staff, HR, Billing, Recruiting, and other administrators to ensure seamless service delivery and consistent processes. You will proactively manage scheduling, assist with coverage, and participate in cross-training across departments