ABA Staffing Coordinator

Job Description

As a Staffing Coordinator – Behavioral Respite , you will support a specialized program serving individuals with behavioral challenges who require highly trained caregivers and responsive service coordination. Acting as the primary coordinator for your assigned caseload, you'll partner with families, caregivers, clinical professionals, California Regional Centers, and internal teams to ensure services are staffed, scheduled, and delivered successfully.

This is a high-volume, fast-paced role requiring strong follow-through, sound judgment in urgent situations, and the ability to manage competing priorities while maintaining a positive experience for clients and caregivers.

WHAT YOU WILL DO:

• Scheduling & Coverage Coordination : Coordinate caregiver schedules for clients with behavioral support needs, ensuring appropriate caregiver matching, continuous coverage, and timely response to call-offs, schedule changes, and urgent staffing requests.
• Client, Family & Caregiver Communication : Serve as a primary point of contact for caregivers, clients, and families by providing scheduling updates, addressing service concerns, communicating changes, and delivering exceptional customer service through high-volume phone and written communication.
• **Behavior Plan & Service Coordination Support: **Review client assessments, behavior support plans (BSPs), individualized program plans (IPPs), and service requirements to support caregiver placement decisions and communicate key information to care teams.
• Interdisciplinary Collaboration & Case Participation : Participate in case management meetings and collaborate with recruiting, operations, clinical teams, and external partners to support service delivery, client outcomes, and program growth.
• Authorization & Service Utilization Monitoring: Monitor authorized service hours, staffing needs, and client schedules to support service utilization, identify staffing gaps, and assist with onboarding new referrals and services.
• Documentation & Operational Support : Maintain accurate scheduling records, caregiver communications, and client updates within company systems while adapting to shifting priorities in a fast-paced program.

Qualifications:
Qualifications

_ MUST HAVE: _

• Education : High school diploma or equivalent
• Language Skills: Bilingual (English and Spanish)
• Behavioral Health Experience : 2+ years of experience in ABA, behavioral health, behavioral respite, direct support services, developmental disabilities, or a related field supporting individuals with behavioral support needs.
• Coordination & Customer Service Experience : Experience in scheduling, service coordination, or customer service in a phone-based environment (approximately 65% of duties), requiring strong prioritization, responsiveness, and real-time coordination of schedules and service needs.
• Microsoft 365 Proficiency : Advanced Microsoft 365 skills (Excel, Word, PowerPoint, Teams, SharePoint)

NICE TO HAVE:

• Certifications: RBT (Registered Behavior Technician), CPI (Crisis Prevention Institute), or similar Behavioral / Crisis-related certifications.
• Healthcare Operations & High-Volume Coordination : Experience in healthcare, home care, or service coordination environments managing caregiver schedules, client needs, and high volumes of calls, tasks, and competing priorities in a time-sensitive setting.
• ABA & Behavioral Services Experience: Experience supporting individuals with behavioral challenges through ABA programs, behavioral respite services, developmental disability services, or related behavioral health environments.
• Healthcare Systems & Service Utilization : Experience with scheduling or care coordination platforms (e.g., MatrixCare or similar), including authorization or utilization workflows

Additional Information

_ SKILLS CRITICAL FOR SUCCESS: _

• Ownership & Regional Accountability: Takes full ownership of assigned territory and caseload, proactively identifying staffing gaps and driving follow-through. Works independently, escalates appropriately, and prioritizes client outcomes and service continuity.
• Communication & Relationship Management: Builds strong relationships with families, caregivers, clinicians, and Regional Center partners. Communicates clearly and confidently in sensitive, high-need behavioral health situations, including IPP-related coordination.
• Urgent Response & Calm Under Pressure: Stays composed in crisis-driven, fast-changing situations. Responds quickly to urgent staffing needs while remaining solution-focused and steady during high-stress conversations or service disruptions.
• Judgment & Adaptive Problem Solving: Makes sound decisions in ambiguous, real-time situations with competing priorities. Adapts quickly to regional staffing challenges and varying caregiver availability across region.
• Emotional Intelligence & Boundaries : Balances empathy with professionalism in sensitive conversations. Builds trust with families while maintaining appropriate boundaries in emotionally complex situations.
• Collaboration & Team Support: Works closely with internal teams and peers to ensure coverage and continuity. Actively supports others during high-volume or crisis periods.
• Adaptability : Thrives in a constantly changing environment with shifting priorities, urgent requests, and unpredictable staffing needs.

WHY YOU'LL LOVE THIS ROLE:

You'll join a collaborative team that values communication, initiative, and problem-solving. If you enjoy building relationships, working with a sense of urgency, and balancing both people-focused and operational responsibilities, this role offers meaningful work with visible impact every day, where no two days are ever the same.

This role is highly dynamic and reactive; no two days are the same, with priorities shifting rapidly based on client needs, caregiver availability, and urgent service requests.

IMPORTANT INFORMATION:

We believe in supporting not only those we serve but also each other, fostering a collaborative and supportive work environment for all. Dungarvin, Cambrian, and Compass are Equal Opportunity Employers.

7/24

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