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Scheduling Coordinator

3 months ago

State College, United States Hummingbird ABA Therapy Full time

**About us**

Hummingbird ABA Therapy is a licensed Intensive Behavioral Health Service (IBHS) Agency offering Applied Behavior Analysis (ABA) services to children 2-21 with behavioral diagnoses, typically autism. We are a small, local, woman-owned company, focusing on providing quality therapy services to our clients in a variety of settings. We collaborate with local schools, community resources, and service providers to ensure our clients receive the best care. Currently, we provide ABA Therapy to over 70 children from Centre, Mifflin, Juniata, Huntingdon, and Blair counties in over 20 individual locations. Our therapy center/main office is located on Sandy Drive in State College, PA.

**Job Summary**:
**Job Type**:Full-time, Hourly

**Pay Range**:$17.80-$19.80/hour

**Job Hours**: Monday-Friday, 7:30 am-4:00 pm (unpaid break 11:00-11:30)

**Job Role**:Administrative

**Reports to**:Administrative Director

**Job Location**: in-person position, 2160 Sandy Drive, Ste D, State College, PA 16803.

**Responsibilities**:
**Schedule Management**:

- Verify the master schedules one month in advance for all clients (approximately 70-75 clients and 28-30 behavioral health technicians).
- Update the schedule daily as needed for client or staff call-offs, finding coverage, and alerting affected staff.
- Ensure accurate documentation of schedule changes and maintain clear communication with staff and clients regarding any modifications.
- Ensure compliance to HIPAA and company policies and procedures in regards to client information
- Schedule new employee trainings with trainers and new hires.
- Track repeated staff or client callouts/tardiness for Administrative Director
- Schedule staff coverage in ways that ensure the company's best operations standards and meeting the clinical needs of each client as determined by their insurance authorizations.

**Communication and Center Management**:

- Serve as the primary point of contact for staff and clients regarding scheduling matters.
- Communicate schedule changes promptly and effectively to staff members and clients, ensuring clear and timely communication to minimize disruptions.
- Collaborate with clinicians, caregivers, and other team members to address concerns, resolve conflicts, and ensure smooth communication flow.
- Greet employees and staff as they enter, and alert staff of client arrivals when necessary
- Arrive at the center prior to clients and employees and begin to manage schedule

**Requirements**:

- Associate's degree or higher in a related field (e.g., psychology, social work, healthcare administration) is preferred, but not required.
- PA required clearances
- PA Criminal Background Check, PA Child Abuse History, & FBI Fingerprints
- Proven experience in a similar role within a clinical or healthcare setting.
- Strong organizational skills with the ability to manage multiple tasks and prioritize effectively.
- Excellent communication skills, both written and verbal, with the ability to communicate clearly and professionally with staff and clients.
- Detail-oriented mindset with a high degree of accuracy and attention to detail.
- Knowledge of ABA (Applied Behavior Analysis) is preferred, but not required.
- Proficiency in using practice management systems, especially Central Reach
- Understanding of HIPAA regulations and other relevant privacy and confidentiality requirements.
- Experience using Google Workspace Documents and Sheets.

Pay: $17.80 - $19.80 per hour

Expected hours: 40 per week

**Benefits**:

- 401(k)
- 401(k) matching
- Bereavement leave
- Dental insurance
- Disability insurance
- Employee discount
- Flexible schedule
- Free parking
- Health insurance
- Life insurance
- On-the-job training
- Opportunities for advancement
- Paid time off
- Paid training
- Professional development assistance
- Referral program
- Retirement plan
- Tuition reimbursement
- Vision insurance

Healthcare setting:

- Clinic
- Private practice

Schedule:

- Day shift
- Monday to Friday
- No weekends

**Experience**:

- Medical scheduling: 1 year (preferred)

Ability to Commute:

- State College, PA 16803 (required)

Work Location: In person