Clinic Scheduling Assistant

Career Posting: Clinic Scheduling Assistant

Position Overview: We are seeking a highly organized and detail-oriented, part-time ABA Scheduling Assistant to join our team. This individual will play a vital role in coordinating schedules between families and clinical team members. This position ensures that client sessions are scheduled efficiently, team needs are met, and schedule changes are communicated clearly. The ideal candidate will possess strong administrative and organizational skills, excellent verbal and written abilities, with a proactive and growth mindset. 

Key Responsibilities: 

Daily Responsibilities:

• Ensure HIPAA compliance with clients’ privacy and health-related information.
• Scheduling:
  • Early Morning: Between (7 am–12 pm PST): Update schedules based on cancellations and changes of either client or clinician.
  • Edit AlohaABA platform (scheduling platform) as necessary. Training will be provided.
  • Notify clinician and families of schedule updates via email. Ensure they have received the email. 
  • Manage client and/or clinician cancellations:
    • Determine clinician needs for sessions.
    • Coordinate with Operations Manager for projects
    • Coordinate with leadership (Clinical Directors Elizabeth, Rika, and Mary) for clinicians’ adjustments.
    • Offer clinicians personal time for cancellations when appropriate.

Weekly Responsibilities:

• Administrative Tasks:
  • Scheduling: Input clinician and client weekly schedules from the clinic's Calendar Schedule Excel onto AlohaABA platform. Ensure accuracy for:
    • Client schedule (ensuring no gaps)
      • Accurately assign sessions to direct 1:1, social group, supervision, or training collaboration service types
    • Clinician Schedule
      • Accurately assign direct 1:1 sessions, training collaboration, Helping Hands (open time), or clinician training
    • Communicate with Admin Team on a timely basis if scheduling adjustments or coverage is needed.
  • Verify all clinicians have rendered sessions on AlohaABA every Monday and send follow-up emails as needed.
  • Timesheets: Ensure timely submission of timesheets (by every other Monday), and send follow-up emails as needed.
• Meet weekly with Admin Team to discuss updates and priorities.

Ongoing Responsibilities:

• Scheduling Interviews:
  • Email interview confirmation to prospective candidate interviewees. Ensure they have received the email.
• Clinic Closures
  • Email families of upcoming clinic closures, including federal holidays and All-Clinician Training days.
• Monitor clinician attendance, including session start and arrival times. Report concerns to Rika and Liz.
• Miscellaneous: Administrative support duties, as coordinated with Operations Manager.

Qualifications:

• Proven experience in office administration or a similar role.
• Excellent time-management skills
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Proficiency in Microsoft Office Suite, Google Suite, and scheduling software (e.g., AlohaABA).
• Ability to work independently and collaboratively in a fast-paced environment.
• Passing in-person mock exercise during the interview process (i.e. data entry/accuracy, written communication, etc).

Job Type:

Part-Time of 25 hours per week.
Monday–Friday 7 am–12 pm PST

Pay Rate:

• $18.00 per hour (probationary period)
• $20.00 per hour upon passing the probationary period and will lead to permanent employment

If applicable: 

• One unpaid 30-minute lunch break is required for every 5 hours worked.
• One paid 10-minute break is available for every 3 hours worked. Maximum two breaks per day (for 6+ work hours in a day).

Benefits:

• Paid Sick Time Off (40 hours/5 days per annual year) – eligible after 90-day probationary period
• Unpaid Time Off (24 hours/3 days per annual year) – eligible after 90-day probationary period
• Up to $25/Month Technology Reimbursement Program
• Potential for growth (i.e., Administrative Assistant position, increased amount of hours)

Work Location: In-Office Required

9 Corporate Park Suite 100

Irvine, CA 92606