Director of Scheduling and Administration (Pediatric Therapy)

Little Land Pediatric Therapy & Play Gym•Cedar Park, TX

20h•$48,000 - $58,000•Onsite

About The Position

Little Land Pediatric Therapy & Play Gym is a pediatric therapy company serving children and families across Texas and California. Our Cedar Park clinic is a high-volume, high-energy environment where families come every day for occupational therapy, physical therapy, speech therapy, and ABA services. We believe great clinical care starts with great operations. This role is the operational anchor that makes that possible. We're hiring a Director of Administration to own the full administrative function of our Cedar Park clinic. You will manage patient scheduling, intake, front desk operations, and the administrative team — reporting directly to our Executive Clinical Director. This is a working director role. You are managing and doing. You'll be embedded in the clinic, working closely with clinical leads, and responsible for ensuring the administrative side of the patient experience is seamless from first contact through discharge.

Requirements

3+ years in clinic administration, office management, or healthcare operations — pediatric therapy or outpatient specialty preferred
Organized, detail-oriented, and comfortable holding a team accountable
Operate well in a patient-facing environment and understand the clinical rhythm of a therapy practice
Build structure where it doesn't exist — this energizes you rather than frustrates you
Communicate clearly and follow through

Responsibilities

Oversee therapy scheduling across all disciplines — OT, PT, ST, and ABA — keeping caseloads full and gaps minimal
Manage the scheduling coordinator and hold the team to accuracy, timeliness, and proactive coverage
Coordinate with clinical leads to align scheduling with therapist capacity, authorizations, and payer requirements
Anticipate and resolve cancellations, no-shows, and waitlist movement
Own the new patient intake process from initial inquiry through first appointment
Ensure all intake documentation — registration, insurance verification, authorizations, consent forms — is complete before the first visit
Maintain accurate patient records in the practice management system
Serve as the primary point of accountability for family-facing communication — phone, email, and in-person
Manage appointment reminders, schedule changes, and patient correspondence
Address family concerns and escalate appropriately
Own the administrative side of the full patient lifecycle — intake through discharge
Track authorization status and expiration across active patients
Monitor attendance patterns and flag drop-off risks before caseload gaps develop
Ensure clean administrative transitions when patients change services or therapists