Scheduling Coordinator

Behavior Change Institute, LLC

20d•$20 - $25•Remote

About The Position

Behavior Change Institute is seeking an organized, communicative, and detail-oriented Scheduling Coordinator to support our growing ABA team. This fully remote position reports to the Director of Human Resources and plays a key role in ensuring clients receive timely, high-quality services. We strongly prefer candidates with Applied Behavior Analysis (ABA) scheduling or clinical coordination experience.

Requirements

Excellent attention to detail
Strong organizational, problem-solving, and analytical skills
Ability to manage a high volume of tasks and shifting priorities
Outstanding communication and interpersonal abilities
Comfort with technology and databases
Ability to follow written, verbal, and visual instructions
Strong reasoning and decision-making abilities
Professional communication and appearance
Ability to learn new software systems quickly

Nice To Haves

Bachelor’s degree (preferred)
ABA scheduling or clinical coordination experience (highly preferred)
Strong documentation and writing skills

Responsibilities

Oversee all scheduling workflows and service initiation for new clients
Triage and assign client/staff pairings
Review intern progress and determine pairing eligibility
Train and support scheduling staff
Develop scheduling systems, workflows, and cancellation-tracking processes
Conduct audits, maintain detailed records, and present weekly data to management
Initiate mileage agreements and pairing incentives
Manage pairing workflows and staff assignments
Review pairing requests for new, existing, and short-term needs
Manage additional hour requests; provide regular staffing updates
Confirm service initiation appointments and schedule sessions in CentralReach
Evaluate quarterly staffing capacity and pairing opportunities
Build strong relationships with staff through clear, friendly communication
Support temporary travel assignments and schedule adjustments
Provide insights on waitlists and hiring needs based on staff capacity
Support dosage recovery and optimal utilization of authorized treatment hours
Ensure timely pairing of clients with qualified providers
Share credentialing updates and estimated staffing timelines
Coordinate with Training and Clinical teams to support new staff
Partner with Recruitment to meet immediate and future hiring needs
Assist HR with retention calls, documentation, and communication standards
Support staff returning from leave and ensure pairing readiness
Audit and assign supervisors for newly paired staff in Namely
Oversee Scheduling Department operations and productivity
Serve as primary point of contact for scheduling escalations
Lead improvements in scheduling efficiency and utilization
Conduct quarterly QA checks on scheduling team
Maintain accurate tracking of all client and staff assignments