ABA Scheduling Coordinator (Spanish Preferred)

Behavioral Health Works, Inc.; United States; On-site; USD 32,000 - 43,000; Full time

Benefits offered by this job

Flexible schedules

Health Insurance

Dental Insurance

Vision Insurance

401(k)

Paid Time Off

Company Holidays

Professional Development Assistance

Tuition Reduction

Pet Insurance Discounts

Referral Program

Job summary

Behavioral Health Works, Inc. is seeking a Scheduling Coordinator to manage day-to-day scheduling for a high-volume caseload in a fast-paced ABA therapy setting. The role emphasizes proactive communication with families, therapists, and clinical teams, data accuracy, and minimizing cancellations.

Must be willing to work 7am-4pm Eastern. We offer competitive hourly pay and full-time benefits, including health, dental, vision, 401(k), PTO, and professional development opportunities.

Qualifications

• Experience in scheduling, data entry, or phone-based roles.
• Ability to manage high-volume schedules with accuracy.
• Excellent written and verbal communication.
• Proactive, organized, and able to handle change.

Responsibilities

• Coordinate schedules with therapists, clients, and teams.
• Confirm and reschedule appointments, manage last-minute changes.
• Ensure accurate data entry in scheduling system.
• Handle multiple channels and maintain smooth operations.
• Build relationships with therapists and clients via professional communication.
• Collaborate with admin team to resolve conflicts.
• Assist with other administrative duties.

Skills

Phone communication

Written communication

Organizational skills

Attention to detail

Team collaboration

Problem-solving

Tools

Google Workspace

Central Reach

Job description

Join Our Team as a Scheduling Coordinator at Behavioral Health Works! ***Must be willing to work 7am-4pm Eastern Standard Time Zone***

About Us

Behavioral Health Works is an expanding company dedicated to responsible and sustainable growth. We are committed to delivering personalized ABA therapy for children and adolescents diagnosed with Autism Spectrum Disorder (ASD). ABA therapy helps individuals with Autism improve socially significant behavior, following the principles of Behavior Analysis. Our extensively trained BCBAs, Case Supervisors, and Technicians collaborate closely with parents to create tailored treatment plans that address the distinct requirements of each child.

Job Description

The Scheduling Coordinator plays a critical role in managing the day-to-day scheduling operations for a high-volume caseload. This is a fast-paced, high-demand position that requires exceptional organization, proactive communication, and strong problem-solving skills. The coordinator will be responsible for maximizing client utilization, minimizing cancellations and service gaps, coordinating makeup sessions, and maintaining consistent communication with families, therapists, and clinical teams. We are looking for someone who thrives in a busy environment, takes ownership of their caseload, and is driven to meet utilization goals while ensuring families receive consistent, quality services.

Compensation and Benefits

• Hourly Rate: $27/hr
• Benefits for Full-Time Employees:
  • Flexible schedules
  • Health, Dental, Chiropractic, and Vision Insurance
  • Critical Illness, Voluntary Life, Accident, Hospital Confinement, & Basic Life insurance
  • 401(k)
  • Pet Insurance Discounts
  • Paid Time Off
  • Company Paid Holidays (6 fixed, 3 floating)
  • Professional Development Assistance
  • Referral Program
  • Tuition Reduction for Partnered Universities: All BHW employees are eligible to enroll in bachelor's, master's, and doctoral-level programs and take advantage of discounted tuition with all of our affiliated universities. Partners include: National University, California Southern University, Vanguard University, Capella University, Purdue Global, and William James College.

Responsibilities

• Actively communicate via phone, email, and Google Chat with ABA therapists, clients, and other team members to coordinate schedules
• Make outbound calls to confirm appointments, reschedule sessions, and handle last-minute changes
• Ensure accurate data entry and updates in our scheduling system to reflect any changes in appointments, availability, and client needs
• Handle multiple communication channels efficiently, prioritizing tasks and keeping everything running smoothly
• Build and maintain relationships with ABA therapists and clients through clear, friendly, and professional communication
• Collaborate closely with our administrative team to resolve any scheduling conflicts or gaps
• Assist with other administrative duties as needed

Qualifications

• Comfortable and confident making outbound calls, including cold calling or follow-ups. You should enjoy talking to people and have a positive, engaging phone presence
• Strong verbal and written communication skills, especially via email and Google Chat
• Previous experience in a role involving phone communication, scheduling, or data entry is highly preferred
• Familiarity with scheduling software, Google Workspace (Gmail, Google Calendar, Google Chat), Central Reach, and the ability to learn new systems quickly
• Capable of handling multiple schedules and updates with precision and attention to detail
• Able to stay calm and organized in a fast-paced, ever-changing environment
• A proactive approach to problem-solving and the ability to work well with others