Scheduler/Office Manager

AdvisaCare; Bangor (ME); On-site; USD 40,000 - 60,000; Full time

Job summary

AdvisaCare is seeking an Office Manager & Scheduler to manage schedules and support clinicians in a compassionate environment. This full-time, on-site position involves coordinating therapy sessions, ensuring consistent client care, and maintaining a welcoming atmosphere for families. Ideal candidates will be organized, flexible, and experienced in healthcare administration.

Benefits

Paid Time Off (PTO)

Health, dental, and vision insurance options

401(k) with employer match

Opportunities for advancement

Staff training and support

Qualifications

• Highly organized and people-centered.
• Experience in scheduling or healthcare administration preferred.
• Comfortable with HIPAA compliance and client interactions.

Responsibilities

• Schedule therapy sessions and coordinate staff availability.
• Interface with families and maintain documentation.
• Provide front-desk support and maintain clinic organization.

Skills

Organization

Communication

Scheduling

Confidentiality

Education

Experience in healthcare administration

Tools

Scheduling software

Job description

At Rebound, we’re committed to providing compassionate, evidence-based ABA services to individuals with autism and developmental differences. We believe in supporting families and creating an inclusive, empowering environment for our clients and staff alike. As we grow, we’re looking for an Office Manager & Scheduler to keep our clinic running smoothly behind the scenes, someone who is both organized and people-centered.

In this role, you’ll be the go-to person for scheduling therapy sessions, coordinating staff availability, and ensuring our clients receive consistent, timely care. You’ll manage calendars for our team of Behavior Technicians and BCBAs, adjusting sessions when things shift (and they will). Your communication skills will be critical as you interface daily with families, staff, and leadership. You’ll also help with day-to-day office tasks like answering phones, responding to emails, tracking documentation, and maintaining a welcoming front-desk environment.

Because we’re a close-knit team, flexibility is key. There may be times when you’re needed to step in and work directly with clients as a temporary fill-in, especially if you have experience or interest in ABA or child development. If you’re comfortable being in the therapy room and supporting kids when needed, we consider that a huge plus.

The ideal candidate is highly organized, quick on their feet, and confident juggling many moving pieces. Experience in scheduling or healthcare administration is preferred, and familiarity with ABA clinics, HIPAA compliance, or scheduling software is even better. You should feel comfortable communicating with families, supporting clinical staff, and maintaining confidentiality in a fast-paced setting.

This is a full-time, on-site role with regular weekday hours. Some flexibility may be needed to accommodate evening or weekend sessions on occasion. We offer competitive compensation, a supportive environment, and the chance to be part of meaningful work that truly changes lives.

• Manage and maintain schedules for clients, Behavior Technicians, and BCBAs
• Communicate clearly with families and staff regarding session times, changes, and cancellations
• Coordinate new client intakes, evaluations, and onboarding
• Track staff availability and ensure appropriate staffing coverage
• Step in as a temporary fill-in with clients when needed (if trained or certified)
• Provide front-desk support including greeting families, answering phones, and responding to emails
• Maintain organized, up-to-date records and ensure compliance with HIPAA and clinic policies
• Support hiring and onboarding processes by gathering necessary documentation and training materials
• Monitor supply inventory and ensure the clinic remains clean, safe, and well-equipped
• Collaborate with the Clinical Director and Operations Manager to streamline systems and improve workflows

• Competitive hourly rate or salary, based on experience
• Paid Time Off (PTO)
• Health, dental, and vision insurance options
• 401(k) with employer match
• Opportunities for advancement and professional development
• Staff training and support, including optional RBT certification assistance
• A collaborative and compassionate team environment