Admin Coordinator

CENTER FOR SPEECH, LANGUAGE, AND OCCUPATIONAL THERAPY, INC., A PROFESSIONAL CORPORATION•Fremont, CA

1h•$24 - $27•Onsite

About The Position

The Administrative Coordinator supports CSLOT’s efficient operation through scheduling, client coordination, administrative recordkeeping, communication, and departmental support. The current primary assignment supports ABA services, with cross-training and administrative coverage for other departments as needed. The role works collaboratively with the ABA Lead, clinical staff, Human Resources, Billing, Recruiting, and other administrative team members to support continuity of services and consistent processes. It requires proactive scheduling and coverage coordination, accurate recordkeeping, ownership of responsibilities, independent problem-solving, and accountability for work outcomes. Administrative Coordinators are assigned to departments according to organizational needs. The assignment, responsibilities, reporting relationship, and coverage duties may change temporarily or permanently based on staffing, client, business, or operational needs. The coordinator is expected to cross-train and adapt to departmental changes. This position reports directly to the Lead responsible for the current assignment; for the present ABA assignment, that is the ABA Lead. The position is in-office only and is classified as non-exempt. Physical duties include frequent sitting and keyboard use; occasional standing, walking, climbing stairs, balancing, stooping, kneeling, crouching or crawling, and talking or hearing; and occasional lifting or moving of up to 25 pounds. The role may involve witnessing or experiencing client behaviors such as hitting, biting, kicking, hair pulling, spitting, or throwing objects. The employee must maintain and protect protected health information in accordance with CSLOT policies and applicable requirements.

Requirements

At least three years of office, scheduling, or administrative coordination experience.
Strong written and verbal communication skills.
Ability to manage multiple priorities in a fast-paced environment.
Experience with scheduling systems, Microsoft Office, and Google Workspace.
Ability to maintain confidential information and work collaboratively across departments.
Ability to follow through on assigned responsibilities, independently resolve routine issues, maintain accurate records, and communicate barriers proactively.
Ability to understand and monitor scheduling information and outcomes connected to assigned responsibilities.
DOJ background check, as required.
Negative tuberculosis (TB) test within the last three months.

Nice To Haves

Associate’s degree preferred.
Spanish language skills preferred.
Strong work ethic, including accountability; interest in business; durability and flexibility; interest in job and career development; excellent people skills; teamwork; integrity; independent thinking; and an action-oriented approach.

Responsibilities

Coordinate and proactively manage direct ABA session scheduling for clients and BTs/RBTs with the ABA Lead and appropriate clinical team members.
Collect BT/RBT leaves of absence; update schedules; coordinate cancellations and rescheduled sessions; identify scheduling conflicts and uncovered sessions; and pursue opportunities to improve coverage and increase scheduled and delivered service hours.
Follow scheduling, coverage, client coordination, and administrative issues through completion, appropriate handoff, or escalation; communicate changes and other administrative information to clients, families, and staff; and work to minimize service-delivery gaps.
Maintain and update client profiles, staff scheduling information, scheduling charts, client lists, mock schedules, BT-to-Program Supervisor assignment charts, and other administrative tracking documents; complete quality checks and promptly correct errors.
Monitor assigned measures, including scheduled and delivered hours, cancellations, uncovered sessions, and coverage opportunities; identify discrepancies, barriers, and improvement opportunities; act within the role’s scope; and communicate trends and unresolved concerns to the ABA Lead.
Coordinate BT observation scheduling with the appropriate BCBA and BT following required training; assist with administrative onboarding; answer telephone calls and nonclinical emails; route administrative questions to the appropriate Lead or department; and refer clinical questions to the appropriate clinical team member.
Assist with ABA billing corrections, CentralReach authorization requests, session conversions or unconversions, and timesheet corrections as directed by the ABA Lead; follow up with Billing about authorization status or concerns and escalate potential issues to the ABA Lead.
Maintain ownership of responsibilities through completion or appropriate handoff; document next steps, complete follow-up, and proactively address outstanding items; independently resolve routine scheduling and administrative issues using established procedures, training, and available resources; and communicate actions taken and possible next steps when escalation is necessary.
Prioritize work based on client impact, service delivery, deadlines, and departmental priorities; communicate competing priorities, delays, or barriers before they affect services or deadlines; and participate in identifying and implementing solutions.
Coordinate physical distribution and handoff of assigned equipment, such as ABA iPads, with Human Resources, and report equipment or access issues to Human Resources.
Maintain and protect protected health information (PHI) in accordance with CSLOT policies and applicable requirements.
Learn other CSLOT departments’ administrative workflows and processes, participate in cross-training, and provide coverage during absences or increased workload.
Provide scheduling, recordkeeping, communication, and other administrative assistance to the ST/OT department when needed, while maintaining primary-assignment accountability unless priorities are redirected by the responsible Lead or Executive Leadership.
Perform other related administrative duties as assigned.