Administrative Operations Coordinator | SOS Care | Handshake

SOS Care; Murrells Inlet (SC); Hybrid; USD 25,000 - 33,000; Full time

Job summary

SOS Care is seeking an Administrative Operations Coordinator to support the ABA team in Murrells Inlet and remote locations. The role coordinates participant and staff schedules, arranges CPR/First Aid training, and supports engagement initiatives.

The position reports to the Chief Program Officer, collaborates with the Director of Clinical Services, and requires strong organization, communication, and scheduling skills to ensure compliant, efficient operations across multiple locations.

Qualifications

• High school diploma or equivalent required; some college education preferred.
• Experience in scheduling, onboarding, customer service, administrative coordination, healthcare, or human services preferred.
• CPR/First Aid Instructor Certification or ability to obtain certification.
• Strong organizational, time-management, and follow-through skills with close attention to detail.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to manage multiple priorities, work independently, meet deadlines, and respond calmly to changing needs.
• Proficiency with Microsoft Office and the ability to learn scheduling, training, and clinical software systems.

Responsibilities

• Coordinate ABA therapy schedules based on BCBA recommendations, insurance guidelines, participant needs, therapist availability, and service locations.
• Communicate with families to identify availability and scheduling preferences.
• Match participant needs with staff availability, location, experience, and qualifications.
• Maximize schedules so participants receive the recommended number of weekly therapy hours while supporting efficient staff utilization.
• Review and update schedules in response to changes and communicate with families, staff, and supervisors.
• Manage the scheduling line and email for cancellations, rescheduling, emergencies, and planned or unplanned staff absences.
• Identify coverage for staff absences and communicate changes promptly.
• Communicate attendance expectations and issue no-call/no-show notices per policy.
• Maintain accurate schedules in Aloha and Ensora; provide updates to leadership.
• Approve staff time off requests and add to Google calendar and Aloha as approved.
• Obtain and maintain CPR/First Aid Instructor Certification and coordinate training for staff.
• Schedule training sessions at Myrtle Beach, Charleston, and other locations; maintain records.

Skills

Scheduling coordination

Communication skills

Organizational skills

Time management

Attention to detail

Multitasking

Problem solving

Education

High school diploma or equivalent

Associate degree preferred

Tools

Microsoft Office

Job description

Administrative Operations Coordinator - SOS Care

Full-Time, Hourly, Non-Exempt

Reports to: Chief Program Officer

Location: Murrells Inlet and Remote

Position Summary

The Administrative Operations Coordinator supports the daily operations of SOS Care's ABA team by coordinating participant and staff schedules, providing CPR/First Aid training and certification and supporting participant engagement initiatives. This role partners with the Director of Clinical Services and the Chief Program Officer to promote efficient operations, positive participant experience, timely communication, and compliance with agency training requirements.

Primary Responsibilities

Scheduling Coordination

• Coordinate ABA therapy schedules based on BCBA recommendations, insurance guidelines, participant needs, therapist availability, and service locations.
• Communicate with families to identify availability and scheduling preferences.
• Match participant needs with staff availability, location, experience, and qualifications.
• Maximize schedules so participants receive the recommended number of weekly therapy hours while supporting efficient staff utilization.
• Review and update schedules in response to family schedule changes, staffing changes, absences, vacancies, conflicts, and changes in authorized therapy hours.
• Manage the scheduling phone line and scheduling email for cancellations, rescheduling requests, emergency situations, and planned or unplanned staff absences.
• Identify coverage for staff absences and communicate changes promptly to families, staff, and supervisors.
• Communicate attendance and cancellation expectations and issue no-call/no-show or excessive absence notices in accordance with agency policy.
• Maintain accurate schedules in Aloha and Ensora.
• Provide regular updates and recommendations to program leadership regarding scheduling challenges, workflow concerns, and staffing needs.
• Approve ABA staff time off requests and add to Google calendar and Aloha as approved.

CPR/First Aid Training and Compliance

• Obtain and maintain CPR/First Aid Instructor Certification, including all required continuing education and recertification.
• Coordinate and provide CPR/First Aid training and certification for new and existing staff within required timelines.
• Schedule training sessions for Myrtle Beach, Charleston, and other SOS Care locations as needed.
• Maintain training records and provide certification documentation to Human Resources and appropriate program leadership.

ABA Participant Engagement

• Create activities and engagement opportunities for ABA learners monthly and/or for holidays, special events.
• Prepare materials to be used by the ABA team and ensure that all locations receive materials and directions prior to implementation.

SOS Care Expectations

• Demonstrate all SOS Care Core Values.
• Create and maintain professional relationships with participants, families, staff, interns, volunteers, and community partners.
• Maintain confidentiality of participant and employee information in accordance with HIPAA and agency policy.
• Maintain open, timely communication with supervisors, team members, and partner departments.
• Attend required Level 10 meetings and other assigned meetings or trainings.
• Adhere to established policies and procedures presented in Relias and the SOS Care Policy Manual.

Qualifications

• High school diploma or equivalent required; some college education or an associate degree preferred.
• Previous experience in scheduling, onboarding, customer service, administrative coordination, healthcare, or human services preferred.
• CPR/First Aid Instructor Certification or the ability to obtain and maintain certification.
• Strong organizational, time-management, and follow-through skills with close attention to detail.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to manage multiple priorities, work independently, meet deadlines, and respond calmly to changing needs.
• Demonstrated initiative, sound judgment, confidentiality, and problem-solving ability.
• Proficiency with Microsoft Office and the ability to learn scheduling, training, and clinical software systems.
• Familiarity with ABA services and the needs of families receiving behavioral therapy services preferred.

Work Schedule and Travel

• Up to 35 hour per week with flexible time including some early morning, evening or weekend hours required.
• MUST be available to answer the scheduling line for cancellations from 6-8am.
• Regular travel between SOS Care locations, including Myrtle Beach-area and Charleston-area locations, may be required.

Physical Requirements

• Ability to remain in a stationary position, including sitting or standing, for extended periods while performing administrative duties, conducting orientations, or facilitating training.
• Ability to frequently operate a computer and other standard office equipment.
• Ability to communicate effectively with staff, participants, families, and community partners in person, by telephone, and through electronic communication.
• Ability to move throughout office, clinic, and training environments as needed.
• Ability to occasionally lift, carry, and move training materials, office supplies, and equipment weighing up to 25 pounds.
• Ability to demonstrate CPR and First Aid techniques during training sessions, which may include kneeling, bending, reaching, and performing demonstrations at floor level using training manikins.
• Ability to set up and break down materials and equipment for orientations, CPR/First Aid classes, meetings, and staff events.
• Ability to travel between SOS Care locations and other training or meeting sites as required.
• Ability to perform the essential functions of the position with or without reasonable accommodation.