ABA Scheduler Coordinator
Behavior Treatment & Analysis Inc. (BTA)
Schedule: Monday - Saturday
Salary: 11000- 14000 Q
Role Overview
Behavior Treatment & Analysis Inc. (BTA) is a leading provider of Applied Behavior Analysis (ABA) therapy dedicated to helping children reach their greatest potential . We are seeking a tech-savvy, detail-oriented ABA Scheduler Coordinator to play a pivotal role on our team. In this role, you will leverage your analytical skills and scheduling expertise to optimize therapist-client schedules, maximizing the number of therapy sessions provided to clients while ensuring staff have balanced, efficient schedules that support work-life balance. This position is essential to our business success – by streamlining scheduling, you will help drive more client sessions (increasing service impact and revenue) and improve staff retention through smart, life-friendly scheduling.
For an ABA provider, the number of direct therapy hours delivered is directly tied to both client outcomes and company sustainability . Well-utilized therapists with manageable schedules are also far more likely to stay, which improves staff retention and quality of care . As the ABA Scheduler Coordinator, you will use data-driven strategies to ensure no therapy hour goes unused and each therapist’s time is effectively allocated. Your efforts will directly influence both client success and team morale, making you an indispensable part of our mission to provide life-changing services. If you love solving complex scheduling puzzles, working with modern tools, and making a real impact in the ABA therapy space, this role is for you!
Key Responsibilities
• Schedule Management: Coordinate and manage all therapy session schedules for clients and therapists, ensuring sessions are booked to fulfill each client’s prescribed hours while preventing therapist overload. Continuously monitor and adjust daily and weekly schedules to maximize client session fulfillment (utilization) and minimize gaps or cancellations.
• Client and Therapist Coordination: Serve as the primary point of contact for all scheduling needs and changes. Communicate promptly and professionally with families and therapists regarding availability, upcoming sessions, and any schedule updates. Act as a liaison to align client needs with therapist availability, providing exceptional customer service and support.
• Conflict Resolution: Proactively address scheduling conflicts or last-minute changes. Handle same-day cancellations or call-outs by quickly finding alternative solutions – such as rescheduling the session, coordinating substitute therapists, or adjusting timing – to ensure continuity of care for clients. Maintain composure and problem-solving focus when juggling unexpected changes.
• Attendance Monitoring: Track daily attendance and session completion, ensuring that each scheduled session is conducted as planned. Monitor therapist and client attendance, follow up on no-shows or cancellations, and work to reschedule missed sessions promptly. Document and report patterns of cancellations or attendance issues to the appropriate supervisors, and collaborate on solutions to improve consistency.
• Collaboration with Supervisors: Work closely with clinical supervisors (BCBAs) and the operations team to understand ongoing staffing needs, client treatment plans, and any program adjustments. Incorporate supervisors’ input when creating schedules (e.g. matching clients with the right therapists based on skills, location, and client preferences) and keep them informed of any scheduling concerns or trends. Ensure scheduling decisions support clinical effectiveness and employee well-being, aligning with organizational goals.
• System Optimization: Continuously evaluate current scheduling processes and tools. Leverage a systems-thinking approach to identify inefficiencies or improvement opportunities in how we schedule and allocate resources. Propose and implement enhancements to the scheduling system or workflow (for example, refining scheduling protocols or introducing new software features) to increase efficiency, scalability, and accuracy. Your knowledge of systems engineering principles will help in redesigning workflows that work best for our clients and team.
• Data & Reporting: Maintain up-to-date records of client and staff availability, authorized hours, and schedule changes in our scheduling software and CRM system. Generate and analyze scheduling metrics – such as client utilization rates, therapist utilization, cancellation rates, and fulfillment of authorized hours. Create informative dashboards and regular reports (using tools like Power BI) to track these key metrics over time. Use data insights to inform decision-making and to demonstrate the impact of scheduling improvements to leadership.
Qualifications & Skills
Required Qualifications
• Strong Analytical Background: Demonstrated analytical and problem-solving skills with an ability to interpret data and scheduling patterns. You can spot trends, inefficiencies, or conflicts in schedules and use logic to drive decisions.
• Scheduling Experience in Healthcare: 1-3+ years of experience in a scheduling or coordinator role, ideally in a healthcare, therapy, or human services environment. (Experience in ABA therapy scheduling is highly preferred.) You should be familiar with the nuances of matching client needs with staff schedules in a clinical setting.
• Technical Proficiency: Hands-on experience with scheduling software or calendar management tools, as well as familiarity with Customer Relationship Management (CRM) systems to keep client/staff information organized. Tech-savvy with the ability to quickly learn new platforms is a must. (Experience with ABA practice management systems is a plus.)
• Communication & Interpersonal Skills: Excellent written and verbal communication skills. Able to communicate schedule information clearly and compassionately to parents/caregivers and therapists. Strong customer service orientation and ability to maintain positive relationships, even when resolving scheduling challenges or conflicts.
• Organization & Attention to Detail: Exceptional organizational abilities to manage complex schedules and multiple moving parts. Keen attention to detail to ensure accuracy in scheduling (correct hours, locations, therapist-client pairings) and to catch potential conflicts or errors before they occur.
• Problem-Solving & Adaptability: Proven ability to think on your feet and resolve issues calmly under pressure. You excel at juggling multiple priorities and can adapt quickly when plans change, ensuring minimal disruption to services. A “puzzle-solving” mindset is ideal for this role.
• Team Collaboration: Comfortable working in a collaborative team environment. Willingness to work closely with clinical supervisors, therapists, and administrative staff to meet collective goals. Able to take feedback and adjust scheduling strategies in alignment with clinical and organizational needs.
Fluent in English
Preferred Qualifications
• Systems Improvement Mindset: Familiarity with process improvement or systems engineering principles. Experience evaluating and refining operational workflows (for example, using Lean, Six Sigma, or similar methodologies) is a strong plus. You’re always looking for ways to make systems more efficient and effective.
• Business Intelligence Skills: Experience with data analysis and business intelligence tools for reporting. Proficiency in Microsoft Power BI (or similar tools like Tableau) is highly desired, enabling you to build dashboards and visualizations that track scheduling metrics and KPIs.
• ABA Industry Knowledge: Prior experience specifically with ABA therapy scheduling or knowledge of ABA clinical operations. Understanding the roles of RBTs, BCBAs, authorized hours, and the importance of consistency in ABA scheduling will help you ramp up quickly.
Why Join Behavior Treatment & Analysis Inc.?
- Opportunity to directly contribute to the growth and quality of our specialized healthcare team.
- Collaborative and supportive team environment.
- Competitive salary and comprehensive benefits.
- Commitment to your professional growth and development.
Be part of our team dedicated to making a significant impact in the ABA field. Join us today and help build our exceptional team of healthcare professionals!
Ready to leverage your analytical skills and make a real impact in the ABA therapy space? Join us at Behavior Treatment & Analysis Inc. as our ABA Scheduler Coordinator and help shape efficient systems that allow our clinicians to do what they do best – deliver life-changing therapy. We look forward to welcoming a new problem-solving partner to our team!
