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Office Administrator/scheduler
4 months ago
**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
**Human Resources**:
- Work directly under the Executive Director to provide high-quality internal customer service for clinical staff and new employees within their first 90 days
- Collaborate with Human Resources staff to assist in administration of various departmental procedures
- Create accounts for new employees and ensure they successfully complete the onboarding process
- Assist in gathering required employee documents and ensure records are accurate and up-to-date
- Maintain an excel spreadsheet with document expiration dates and remind staff to submit it before deadline
**Recruitment**:
- Screening, reviewing resumes, and coordinating interviews for mid-to-high level ABA professionals
- Developing an internal database of Board-Certified Behavior Analyst (BCBAs)
- Developing and executing creative recruiting efforts that generate new leads
- Producing detailed reporting for leadership team
- Conducting market analyses on an on-going basis
**Office Manager**:
- Execute day-to-day administrative tasks (training will be provided).
- 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 5:30 PM
- 1+ years of relevant scheduling, HR, recruitment, 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
- 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 mínimal 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, Dental, Vision
- Paid sick time and holidays
- Opportunities for career growth and development; we promote from within
Due to COVID-19, position will initially work remotely and will require a strong internet connection and space to work privately. Applicants selected for interview will be required to answer questions regarding their ability to work remotely.
**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 bend, stand, stoop, or sit for long periods of time
- Lift
