Scheduling Coordinator

Westside Children's Therapy•Mokena, IL

About The Position

The Scheduling Coordinator ensures the effective scheduling of ABA and Pediatric Therapy services by aligning provider availability with authorized client hours, staffing FTEs, and operational needs across clinic and home-based programs. This role manages daily and long-term scheduling, addresses planned and unplanned staffing gaps, and partners closely with Clinical Directors and Operations leadership to support consistent, high-quality service delivery. The Coordinator also assists with internal training logistics and provides administrative support to the Vice President of Operations and Director of Client Services as needed.

Requirements

High school diploma required; associate or bachelor’s degree preferred.
Experience in healthcare, ABA therapy, scheduling, or operations strongly preferred.
Proficiency with scheduling software and basic office applications.
Strong organizational skills and the ability to manage competing priorities in a fast-paced environment.
Excellent written and verbal communication skills.
Highly detail-oriented with strong follow-through.
Problem-solver with the ability to remain calm, flexible, and resourceful.
Strong communicator who builds trust and collaborates effectively across teams.
Comfortable navigating schedule adjustments and delivering solutions quickly.
Professional, dependable, and committed to supporting high-quality client care.
Prolonged periods of sitting at a desk and working on a computer.
Some travel may be required for training and meetings.

Responsibilities

Create, manage, and update therapist schedules based on client authorizations, staffing levels, and clinic capacity.
Adjust schedules in response to employee absences, late call-offs, resignations, vacancies, and fluctuating client needs.
Proactively contact RBTs and clinicians to fill open shifts and ensure continuous coverage.
Coordinate staffing schedules based on PTO, holiday schedules, and planned absences to minimize service disruption.
Maintain accurate schedule documentation and ensure all updates are communicated to relevant stakeholders.
Provide ongoing staffing and scheduling updates to Clinical Directors and Operations leadership, escalating concerns around recurring shortages, conflicts, or unresolved coverage needs.
Partner with clinical leadership to ensure scheduling practices support treatment fidelity and client progress.
Monitor scheduling trends and identify opportunities for improved efficiency or coverage strategies.
Support changes in scheduling needs aligned with internal and external training and department meetings.
Provide clerical and administrative support to the Vice President of Operations and Director of Client Services, including document preparation, meeting coordination, and general office duties.