Scheduling Coordinator/Administrative Assistant - Spanish speaking required

Office Manager
JOB RESPONSIBILITIES

Scheduling:

The Scheduler is responsible for the coordination and scheduling of Applied Behavior Analytic (ABA) therapy sessions.

· Works closely with the clinical team to coordinate the staffing and scheduling of services of clients and staff.

· Uses scheduling software to maintain up-to-date records of client and staff schedules.

· Identifies staffing needs and support recruitment of behavior therapists.

· Matches new and existing behavior therapists to client assignments based on availability, location, and skills.

· Ensures staff are scheduled in accordance with company policies and state law.

· Monitors contract fulfillment for each client based on authorized services.

· Tracks and analyzes cancellations, substitutions, make-ups, sick time, and availability.

· Coordinate 10-hour shadowing schedules with BCBAs and case managers for new hires

· Coordinate the HR Orientation and ABA training with a case manager available

Administrative Assistant:

· Execute day-to-day administrative tasks (training will be provided).

· Make phone calls and emails to staff with any needed information.

· Maintain client authorization spreadsheet on a weekly basis

· Prepare reports to assist with billing and payroll.

· Use software to perform service audits on a weekly basis and notify supervisors of any discrepancies.

· Coordinate general staff meetings by composing and sending messages on CR and following up on attendance from Bis with phone calls and/or follow up messages.

· Coordinate general staff meetings by composing and sending messages on software and following up on attendance from Bis with phone calls and/or follow up messages.

· Review and organize calendars, plan daily activities and errands and complete tasks in a timely and complete various tasks with attention to detail and correctness with direction.

· Prepare visuals and send them to staff or clients via USPS

· Other duties as assigned

QUALIFICATIONS/EDUCATION/EXPERIENCE

· Ability to work Monday – Friday from 9:00 AM to 6:00 PM

· 1 years of relevant scheduling, and/or administrative experience

· Bachelor’s Degree preferred, but not necessary

· Knowledge of the ABA industry strongly preferred

· Proficiency in Microsoft Office Suite and Tech Savvy

· Knowledge of clerical and administrative procedures such as filing, record keeping, and operation of standard office equipment

· Excellent verbal and written communication skills (email, phone, or video)

· Ability to manage time, coordinate schedules, and adapt to change under strict deadlines

· Superb organizational skills and impeccable work ethic; must thrive in a fast-faced environment, and effective time management and prioritization

· Professional and friendly communicator, can listen well and ask the right questions

· Flexible multi-tasker who can find the needle in the haystack, even if they weren't told to look for it

· Ability to build relationships and create a meaningful experience when interacting with others

· Dependable, punctual, detail oriented, highly organized person to be part of our team.

· You will need to be a motivated self-starter, who can identify what needs to get done as well as complete projects with minimal supervision and for whom no job is too big or too small.

· Ability to pass a background check

What We Offer:

• Working in a casual, fun and supportive work environment.
• Competitive compensation, with paid sick time, Medical
• Paid sick time and holidays
• Opportunities for career growth and development; we promote from within!

PHYSICAL DEMANDS/ENVIRONMENTAL FACTORS

Under normal circumstances, the employee will need to have the physical capacity to continuously use his/her hands for simple and firm grasping and fine manipulation. The employee may be required to do the following:

• Physically able to sit for long periods of time
• Lift and carry up to 25 lbs.

Compensation dependent upon experience.

California Behavioral Care provided the following inclusive hiring information:

We are an equal opportunity employer and considers all qualified applicants equally without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability status.

Job Type: Full-time

Pay: $18.00 - $23.00 per hour

Benefits:

• 401(k)
• Health insurance
• Paid time off

Schedule:

• 8 hour shift

Education:

• Bachelor's (Preferred)

Experience:

• administrator/scheduling: 1 year (Required)

Language:

• Spanish (Required)

Ability to Commute:

• Redondo Beach, CA 90278 (Required)

Work Location: In person

Salary : $18 - $23