Human Resources Assistant

Job Description

Job Description

The HR Assistant/ Scheduler plays a critical role in supporting the delivery of Applied Behavior Analysis (ABA) services by coordinating employee schedules, managing staffing needs, and ensuring appropriate coverage for client services. This position serves as the primary liaison between Human Resources, Clinical Operations, and field staff to optimize workforce utilization while maintaining compliance with company policies, client requirements, and regulatory standards.

The HR Scheduler is responsible for scheduling Behavioral Health Technicians (BHTs), Registered Behavior Technicians (RBTs), Board Certified Behavior Analysts (BCBAs), Behavior Consultants (BC) and Assistant Behavior Consultants (Asst BC) and other clinical staff to ensure continuity of care, efficient service delivery, and employee satisfaction.

Essential Duties and Responsibilities

Scheduling & Workforce Coordination

• Create, maintain, and adjust employee schedules to meet client service needs.
• Coordinate staffing assignments for new client cases, schedule changes, and coverage needs.
• Monitor staff availability, PTO requests, call-offs, and leave schedules.
• Arrange substitute coverage for employee absences and last-minute staffing changes.
• Maintain accurate scheduling records in scheduling and HR systems.
• Track employee hours and availability to support productivity and workload balancing.
• Collaborate with clinical leadership to ensure appropriate staff-to-client matching based on qualifications, location, and availability.

Human Resources Support

• Assist with onboarding schedules for new hires, including orientation, training, and initial client assignments.
• Coordinate employee training schedules, competency assessments, and certification renewals.
• Support recruitment efforts by identifying staffing gaps and forecasting workforce needs.
• Maintain confidentiality of employee and client information in accordance with HIPAA and company policies.
• Assist with employee communication regarding schedule changes, policy updates, and staffing initiatives.

Payroll Support

• Assist with payroll preparation by reviewing employee schedules, timesheets, and attendance records for accuracy.
• Track and reconcile employee hours, missed sessions, and scheduling discrepancies before payroll processing.
• Collaborate with Human Resources and Billing departments to ensure timely and accurate payroll submission.
• Monitor overtime, mileage, and other compensable activities to ensure compliance with company policies and labor regulations.
• Assist employees with payroll-related inquiries and direct complex issues to the appropriate department.

New Hire Tracking & Onboarding Coordination

• Track new hire progress through the recruitment, onboarding, and training process.
• Coordinate scheduling for new employee orientation, training sessions, shadowing opportunities, and initial client assignments.
• Maintain onboarding checklists and ensure completion of required employment documentation, certifications, and compliance requirements.
• Monitor and communicate onboarding milestones to hiring managers, clinical leadership, and Human Resources.
• Assist with workforce planning by tracking open positions, start dates, and staffing needs.
• Maintain accurate records of applicant status, new hire onboarding activities, and employee credentialing requirements.

Compliance & Reporting

• Ensure scheduling practices comply with company policies, labor laws, and payer requirements.
• Monitor employee credentialing, certifications, and required training to ensure compliance before scheduling.
• Generate reports related to staffing levels, coverage rates, productivity, and scheduling trends.
• Identify scheduling inefficiencies and recommend process improvements.

Communication & Customer Service

• Communicate professionally with staff, clients, and families regarding schedule adjustments when appropriate.
• Foster positive relationships with employees by supporting work-life balance and scheduling needs whenever possible.

Required Qualifications

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
• Minimum of 2 years of scheduling, workforce management, human resources, healthcare administration, or related experience.
• Strong organizational and time-management skills.
• Excellent verbal and written communication abilities.
• Proficiency with Google Workspace and scheduling software.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong attention to detail and problem-solving skills.

Preferred Qualifications

• Experience in ABA, behavioral health, healthcare, or human services.
• Knowledge of ABA service delivery models and staffing requirements.
• Experience with electronic scheduling systems and HRIS platforms.
• Familiarity with RBT, BCBA, and behavioral health credentialing requirements.

Competencies

• Organization and Planning
• Communication and Relationship Building
• Problem Solving
• Adaptability
• Confidentiality and Professionalism
• Customer Service Orientation
• Attention to Detail
• Team Collaboration

Physical Requirements

• Ability to sit for extended periods while working at a computer.
• Ability to communicate effectively via phone, email, and virtual platforms.
• Occasional lifting of up to 20 pounds.

Key Performance Indicators (KPIs)

• Client sessions staffed and maintained at target levels.
• Reduction in unfilled shifts and canceled sessions.
• Timely response to schedule changes and staffing requests.
• Employee satisfaction with scheduling processes.
• Accuracy of scheduling records and compliance tracking.
• New hire placement timeliness.

This role is essential to ensuring high-quality ABA service delivery by aligning staffing resources with client needs while supporting employee engagement and operational efficiency.

Part-Time Status- Monday- Friday 7 am- 1 pm (30 hours per week)