Scheduling Coordinator

Scheduling Coordinator (Remote)

Job Type: Full-Time (40 hrs/week)

Pay: $20–$25 per hour DOE

Schedule: Monday–Friday, 8–4 or 9–5 MST

Location: Fully Remote – Must reside in AZ, CA, CO, NM, TX, UT, WA, ID, OR, WI, or IN

About the Role

Behavior Change Institute is seeking an organized, communicative, and detail-oriented Scheduling Coordinator to support our growing ABA team. This fully remote position reports to the Director of Human Resources and plays a key role in ensuring clients receive timely, high-quality services.

We strongly prefer candidates with Applied Behavior Analysis (ABA) scheduling or clinical coordination experience.

What You’ll Do

Scheduling Leadership

Oversee all scheduling workflows and service initiation for new clients

• Triage and assign client/staff pairings
• Review intern progress and determine pairing eligibility
• Train and support scheduling staff
• Develop scheduling systems, workflows, and cancellation-tracking processes
• Conduct audits, maintain detailed records, and present weekly data to management
• Initiate mileage agreements and pairing incentives
• Manage pairing workflows and staff assignments

Scheduling Coordination

• Review pairing requests for new, existing, and short-term needs
• Manage additional hour requests; provide regular staffing updates
• Confirm service initiation appointments and schedule sessions in CentralReach
• Evaluate quarterly staffing capacity and pairing opportunities
• Build strong relationships with staff through clear, friendly communication
• Support temporary travel assignments and schedule adjustments

Clinical Support

• Provide insights on waitlists and hiring needs based on staff capacity
• Support dosage recovery and optimal utilization of authorized treatment hours
• Ensure timely pairing of clients with qualified providers
• Share credentialing updates and estimated staffing timelines

Cross-Department Collaboration

• Coordinate with Training and Clinical teams to support new staff
• Partner with Recruitment to meet immediate and future hiring needs
• Assist HR with retention calls, documentation, and communication standards
• Support staff returning from leave and ensure pairing readiness
• Audit and assign supervisors for newly paired staff in Namely

Supervisory Responsibilities

• Oversee Scheduling Department operations and productivity
• Serve as primary point of contact for scheduling escalations
• Lead improvements in scheduling efficiency and utilization
• Conduct quarterly QA checks on scheduling team
• Maintain accurate tracking of all client and staff assignments

Required Weekly/Monthly Meetings

• Weekly service initiation, cancellation coordination, interdepartmental, and 1:1 meetings
• Monthly Care Coordination meeting
• Quarterly admin meeting

What We’re Looking For

Required Skills

• Excellent attention to detail
• Strong organizational, problem-solving, and analytical skills
• Ability to manage a high volume of tasks and shifting priorities
• Outstanding communication and interpersonal abilities
• Comfort with technology and databases

Preferred Qualifications

• Bachelor’s degree (preferred)
• ABA scheduling or clinical coordination experience (highly preferred)
• Strong documentation and writing skills

Additional Requirements

• Ability to follow written, verbal, and visual instructions
• Strong reasoning and decision-making abilities
• Professional communication and appearance
• Ability to learn new software systems quickly

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to walk, sit, stand and drive. The employee is also required to use their hands and reach with their arms. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision and ability to adjust focus.

Benefits

• Health, Dental, and Vision Insurance
• Basic Life Insurance
• 401(k) Retirement Plan
• Certified Financial Planning
• Accident/Hazard Insurance
• Dependent Care FSA
• PTO + Floating Holiday

Equal Opportunity Employer

Behavior Change Institute is committed to equal employment opportunities for all individuals regardless of age, ancestry, color, disability, gender identity, marital status, national origin, race, religion, sex, sexual orientation, veteran status, or any other protected characteristic.