Scheduling Assistant (Remote)

HUMMINGBIRD ABA THERAPY LLC•State College, PA

1d•Remote

About The Position

Hummingbird ABA Therapy is seeking a Virtual Scheduling Assistant to join their administrative team. This part-time, hourly position will support daily administrative operations, including scheduling support, email and voicemail management, CentralReach updates, staff and client communication, documentation follow-up, and general administrative tasks. The ideal candidate will be dependable, organized, detail-oriented, comfortable communicating by phone and email, and able to remain calm and professional when client schedules change quickly. This role works closely with the Scheduling Coordinator and Client Services Director to ensure client schedules, staff coverage, and daily operations are completed accurately and efficiently.

Requirements

Experience with scheduling, administrative support, or coordination in a clinical, healthcare, school, or childcare setting is preferred.
Strong organizational, time management, and communication skills.
Comfortable using phone, voicemail, email, and virtual tools to communicate professionally with staff and families.
Experience with CentralReach is required.
Must have reliable internet access and a quiet, professional remote work environment.

Nice To Haves

Associate’s degree or higher in a related field preferred but not required.
RingCentral, Google Workspace, or similar systems preferred.
Knowledge of ABA, HIPAA, and confidentiality requirements preferred.

Responsibilities

Assist with daily administrative and scheduling tasks to support Hummingbird ABA Therapy’s operations.
Support the Scheduling Coordinator with client and staff schedules, coverage needs, cancellations, call-offs, time-off requests, and schedule changes.
Review emails, voicemails, and internal messages; flag high-priority items and assist with follow-up communication.
Make approved schedule updates in CentralReach and help communicate changes to staff and families.
Review schedules for accuracy, including overlaps, missing labels, incomplete information, and unconverted appointments.
Assist with early-morning schedule adjustments, Sunday evening schedule review, and upcoming schedule planning as assigned.
Use Google Workspace, RingCentral, CentralReach, and other company-approved systems.
Help maintain forms, trackers, intake documents, SOPs, and internal administrative processes.
Track scheduling trends, repeated cancellations, call-offs, tardiness, or availability concerns, and report patterns to leadership.
Attend assigned virtual meetings and assist leadership with projects as needed.
Maintain confidentiality and follow HIPAA and company policies.