Remote Administrative Assistant for ABA Therapy Scheduling

Hummingbird ABA Therapy, LLC; Northern (KY); Hybrid; USD 26,000 - 30,000; Part time

Job summary

Hummingbird ABA Therapy, LLC is seeking a part-time Remote Administrative Assistant to support scheduling, eligibility verification, email/voicemail, data entry, and records management for our ABA program. This position is remote from home with a quiet workspace and standard EST hours, allowing potential growth to full-time within the first year.

Ideal candidates have scheduling/administrative experience in an ABA setting, familiarity with CentralReach, RingCentral, and Google Workspace, and the

Qualifications

• Experience with scheduling, administrative support, or coordination for an Applied Behavior Analysis Agency is required.
• Experience using CentralReach is required.
• Experience communicating directly with families, clients, or employees regarding schedule changes and other related topics is required.
• Strong organizational, time management, and communication skills.
• Comfortable using phone, voicemail, email, and virtual tools to communicate professionally with staff and families.
• Experience with RingCentral, Google Workspace, or similar systems preferred.
• Ability to communicate professionally with staff, families, clients, and other stakeholders by phone, email, and virtual platforms.
• Basic knowledge of Applied Behavior Analysis (ABA), HIPAA, confidentiality requirements, and administrative processes in a behavioral health setting is preferred.
• Experience working with children, young adults, or individuals with special needs is preferred.
• Must maintain required Pennsylvania Criminal History, Child Abuse, and FBI clearances, as well as Mandated Reporter Training and any other clearances or training required by the agency or applicable law.
• Associate’s degree or higher in a related field preferred.

Responsibilities

• Assist with daily administrative and scheduling tasks to support Hummingbird ABA Therapy’s operations.
• Support the Scheduling Coordinator with client and staff schedules, coverage needs, cancellations, call-offs, time off requests, availability changes, and other schedule adjustments.
• Make approved scheduling updates in CentralReach and help communicate changes to staff and families.
• Review schedules for accuracy and identify potential concerns, including overlapping appointments, missing or incorrect labels, incomplete information, unconverted appointments, and other scheduling discrepancies.
• Assist with early morning schedule adjustments and upcoming schedule planning as assigned.
• Review emails, voicemails, and internal messages; identify high-priority items and assist with appropriate follow-up.
• Track scheduling trends, including repeated cancellations, call-offs, tardiness, availability concerns, and coverage issues, and report patterns to the appropriate members of leadership.
• Enter, update, and organize information in CentralReach, spreadsheets, trackers, databases, and other company-approved systems
• Review records for missing, incomplete, or inaccurate information and follow established procedures to obtain or correct documentation.
• Assist with data entry and routine quality assurance reviews to help maintain accurate records.
• Support intake, authorization, billing, clinical, scheduling, and attend assigned virtual meetings and other administrative projects as assigned and appropriate to the role.
• Use Google Workspace, RingCentral, CentralReach, and other company-approved systems to complete assigned responsibilities.
• Attend assigned virtual meetings and assist supervisors and leadership with administrative projects as needed.
• Complete recurring administrative responsibilities that reasonably fall within the scope of the position as organizational needs evolve.
• Maintain confidentiality and comply with HIPAA requirements, company policies, security procedures, and all applicable privacy standards.

Skills

Scheduling

Administrative support

Coordination

CentralReach

Communication with families

RingCentral

Google Workspace

Education

Associate degree or higher

Tools

CentralReach

RingCentral

Google Workspace

Job description

Hummingbird ABA Therapy, LLC is seeking a part-time Remote Administrative Assistant to support scheduling, eligibility verification, email/voicemail, data entry, and records management for our ABA program. This position is remote from home with a quiet workspace and standard EST hours, allowing potential growth to full-time within the first year.

Ideal candidates have scheduling/administrative experience in an ABA setting, familiarity with CentralReach, RingCentral, and Google Workspace, and the