ABA Intake, Scheduling & Administrative Assistant
About The Position
We are seeking a highly organized and proactive ABA Intake, Scheduling & Administrative Coordinator to join our Buffalo team. This role combines administrative, client-facing, and operational functions. You will oversee the intake process for new clients, manage the scheduling of Behavior Technicians (BTs) , and be responsible for opening, closing, and ensuring the clinic operates smoothly on a daily basis . Serving as the key administrative presence on-site, you will support overall clinic functionality, address logistical needs, and ensure clients and staff are welcomed into a well-run environment. This role reports directly to the Regional Manager in Buffalo .
Requirements
- Healthcare intake experience – required
- Skills
- Proficient in Central Reach, Microsoft, DocuSign, and similar tools
- Strong organizational and multitasking ability
- Excellent verbal and written communication
- Proactive, professional, and customer-service oriented
- Comfortable managing a clinic environment independently
- Able to troubleshoot, problem-solve, and communicate effectively with staff and families
Nice To Haves
- Central Reach experience – strongly preferred
- ABA or behavioral health background – a plus
Responsibilities
- Open and close the clinic each day following standard operating procedures.
- Ensure the clinic environment is clean, safe, fully stocked, and operational.
- Coordinate facility needs (maintenance, supplies, vendors) as needed.
- Serve as the on-site point of contact for day-to-day administrative and operational issues.
- Maintain clinic documentation and assist with general office support tasks.
- Manage the intake process from referral through onboarding.
- Ensure all client documentation is accurate, complete, and up to date.
- Confirm eligibility and communicate next steps to clients and families.
- Administer intake through the client portal and maintain detailed records in Central Reach.
- Serve as the primary contact for referrals, families, and partners.
- Schedule Behavior Technicians in alignment with client needs and staff availability.
- Adjust and manage daily/weekly changes to the schedule, addressing cancellations and gaps.
- Collaborate with Clinical, Authorizations, and Onboarding teams for seamless case coordination.
- Monitor technician coverage and actively support scheduling optimization.
- Maintain SOPs and templates related to intake, scheduling, and admin procedures.
- Use Power BI and other tools to generate reports supporting scheduling and staffing decisions.
- Identify and implement improvements in intake and scheduling processes.
Benefits
- Comprehensive medical, dental, and vision coverage
- 15 days of Paid Time Off (PTO)
- 10 floating holidays annually
- Career growth opportunities within a rapidly expanding company
- Opportunity to make a real impact in families’ lives
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
