Scheduler/ Administrative Assistant

Job Description

Job Description

About Us

We are a growing, women-owned pediatric therapy practice providing occupational, physical, and speech therapy services to children and families in the community. Our team is collaborative, energetic, and family-focused, and we work hard to create a welcoming environment for both our patients and our staff.

As our practice continues to grow, we are looking for a friendly, organized, and proactive Scheduling & Administrative Assistant to support our Office Manager and help keep our clinicians' schedules running smoothly.

The Position

The primary responsibility of this position is day-to-day schedule management for our team of approximately 15 therapists.

In a pediatric therapy practice, schedules change frequently due to cancellations, illnesses, school schedules, vacations, and family needs. We are looking for someone who enjoys problem-solving and can quickly identify openings, contact families, coordinate make-up visits, and help keep our therapists' schedules as full and efficient as possible.

This is a great position for someone who is highly organized, enjoys communicating with people, and likes the challenge of putting together the pieces of a constantly changing schedule.

Primary Responsibilities

Scheduling & Schedule Management

• Monitor approximately 15 clinician schedules throughout the day for cancellations and openings

• Proactively work to fill canceled appointments and open treatment times

• Contact families by phone and/or text to offer available appointment times

• Coordinate make-up appointments and schedule changes

• Maintain waitlists and identify patients who may be available to fill openings

• Communicate schedule changes clearly with clinicians, families, and the Office Manager

• Assist with scheduling evaluations and recurring appointments as needed

• Help identify scheduling conflicts or gaps before they become problems

• Work closely with the Office Manager to maximize clinician schedules and minimize unused treatment time

Administrative & Office Support

• Assist the Office Manager with day-to-day administrative responsibilities as time allows

• Answer phones and assist families with basic scheduling questions

• Help maintain organized patient and scheduling information

• Assist with office communication and shared calendars

• Provide occasional reception/front-office coverage as needed

• Assist with special projects, events, marketing, or other administrative responsibilities as the role develops

Who We're Looking For

Our ideal candidate is someone who is:

• Extremely organized and able to keep track of many moving pieces at once

• Proactive and comfortable taking initiative rather than waiting to be given the next task

• Friendly, warm, and professional when communicating with families

• Comfortable making phone calls and sending frequent texts/messages

• Able to communicate effectively with a busy team of therapists

• Detail-oriented and reliable

• Comfortable working in a fast-paced environment where schedules can change quickly

• A strong problem-solver who enjoys finding solutions

• Comfortable learning scheduling software and other office technology

• Dependable and consistently available during scheduled hours

• A team player who is willing to jump in and help when needed

Qualifications

• Previous administrative, scheduling, reception, customer service, or medical office experience preferred

• Experience managing calendars or complex schedules is strongly preferred

• Strong written and verbal communication skills

• Comfortable using computers, Google Workspace, and scheduling software

• Ability to multitask and prioritize independently

• Experience in a pediatric, therapy, medical, dental, or other healthcare office is a plus, but not required

Schedule

This is an in-person position at our Columbia, Maryland office for approximately 20–25 hours per week, Monday through Thursday.

The position will primarily consist of morning/daytime hours, approximately 4–5 hours per day, with the exact schedule discussed during the interview process.

Because the primary responsibility is actively managing same-day and upcoming schedule openings, consistent attendance during scheduled hours is important.

Opportunity for Growth

We are looking for someone who can initially take ownership of schedule support but who may eventually grow into additional administrative responsibilities within the practice.

As the candidate becomes comfortable with our office and systems, responsibilities may expand to include reception support, family communication, office organization, marketing/community events, insurance/billing support, and other administrative projects alongside our Office Manager.

Why Join Our Team?

• Consistent weekday schedule

• No weekend hours

• Collaborative, supportive work environment

• Opportunity to become an important part of a growing pediatric therapy practice

• Position with the potential to expand in responsibility over time

• Fun, family-focused office environment

• Work that directly supports children, families, and clinicians in our community