Front Desk Administrator & Scheduler

Job Description

Job Description

Spectrum Behavioral Therapies is looking for passionate, driven professionals seeking ABA Admin jobs where they can make a real impact.

We’re looking for a highly organized and detail-oriented Administrative Professional to join our team. In this role, you’ll be the go-to person for keeping operations running smoothly — handling scheduling, communications, document management, and providing essential support to both leadership and staff. If you thrive in a fast-paced environment and enjoy being the backbone that helps everything function seamlessly, we’d love to hear from you.

Compensation: $22 / hr - $25 / hr

Job Type: Full-time
Schedule: Monday to Friday, 9am-6pm

Location: In person / Santa Ana ABA Clinic 

Benefits:

• PTO
• Insurance (Medical, Dental, Vision)
• 401K

Responsibilities

• Assists with creating schedules for 50+ clients and 50+ staff
• Inputs schedules for clients, direct staff, and supervisors
• Assists with minor and major schedule changes for staff and clients
• Assists with day-to-day scheduling adjustments
• Finds daily/weekly/monthly make-up and fill-in sessions
• Communicates schedule changes with staff, parents, and supervisors
• Accurately inputs data/sessions into Practice Management Software (PMS)
• Communicates and ensures implementation of company policies and procedures as well as California Employee Laws and Regulations
• Represents Spectrum professionally to clients, staff, and other professionals (i.e., dress code, attendance, oral/written communication, etc.)
• Answers phone calls from staff and parents
• Documents all correspondence with staff and clients in PMS
• Assists with new hire onboarding tasks including creating training schedules, preparing materials, filing new hire forms, etc.
• Ensures staff’s credentials and documents (i.e., auto insurance, driver's license, etc.) are up to date
• Ensures staff timesheets are converted on a weekly basis
• Ensures collection of parent signatures on a weekly basis
• Assists with maximizing billable hours and minimizing overtime
• Attends mandatory training and meetings
• Assists with daily operations as directed by Directors
• Responds to emails from staff, supervisors, and parents within 1 business day
• Completes daily/weekly/monthly tasks
• Assists with scheduling monthly staff check-in meetings, staff meetings, and trainings
• Calculates monthly supervision hours on an ongoing basis
• Approves/denies RTO submission by checking scheduling limitations and ensuring policies are met
• Assists with onboarding and termination checklists for staff and clients
• Assists with office tasks (i.e., taking out trash, restocking office items, maintaining cleanliness of the office, reporting on inventory, etc.)
• Disinfects used toys and surfaces after each session at the center
• Follows and enforces all COVID-19 Safety Policies/Procedures in the office setting
• Assists clinical staff as needed during center-based sessions (i.e., supervising child during staff’s rest breaks, accompanying staff/client to bathrooms, assisting with changing diapers, etc.)

Required Skills

• Minimum 1 year experience with ABA scheduling (highly preferred)
• Bilingual in Spanish (highly preferred)
• Experience with ABA practice management software (highly preferred)
• Excellent customer service/interpersonal skills
• Ability to multi-task and problem solve
• Excellent verbal and written communication skills (phone and email etiquette)
• Ability to sit and work on a computer for extended hours
• Computer skills: Outlook, Microsoft Excel, Microsoft Word, etc.
• High School Diploma required. College degree preferred.
• Must pass criminal background check

Characteristics:

• Reliable/Punctual (Must have excellent attendance)
• Professional
• Friendly
• Detail oriented
• Ability to multi-task and prioritize tasks throughout the day
• Ability to manage time and meet deadlines

About Us: We’re more than just an ABA company—we’re committed to providing high-quality, individualized programs that help children and their families thrive. By growing a team of dedicated individuals who put client progress first, we create meaningful change that lasts. At Spectrum Behavioral Therapies, our center-based ABA therapy provides a structured and supportive environment tailored to each child’s unique needs. Our personalized, on-site services create a focused setting to successfully enhance learning.

Discover how our expert center-based ABA services can positively impact your child’s development.