Remote Scheduler / Administrative Assistant (ABA Services)

Job Title: Remote Scheduler / Administrative Assistant (ABA Services)

Location: Remote

Employment Type: Full\-Time or Part\-Time (based on availability)

About Us

We are a growing Applied Behavior Analysis (ABA) company dedicated to providing high\-quality, individualized services to children and individuals with autism. Our mission is to support meaningful progress through compassionate, data\-driven care while maintaining strong collaboration with families and staff.

Position Overview

We are seeking a highly organized, detail\-oriented Remote Scheduler / Administrative Assistant to support daily operations. This role is critical to ensuring smooth scheduling of client sessions, clear communication across teams, and efficient administrative workflows. You will work closely with the owner and play a key role in maintaining consistency and responsiveness within our services. The ideal candidate will be highly organized, tech\-savvy, and eager to contribute to a vibrant work environment. This position is perfect for someone looking to make a meaningful impact while working flexible hours in a fast\-paced setting.

Key Responsibilities

• Coordinate and manage client and staff schedules across multiple providers and cases using calendar management tools, billing software, and ensuring optimal time utilization for staff and clients
• Communicate regularly with families and team members regarding scheduling updates, changes, and confirmations
• Collaborate directly with the owner to optimize scheduling efficiency and coverage
• Assist with administrative tasks including documentation tracking, data entry, and internal organization
• Support onboarding logistics related to scheduling new clients and staff
• Utilize AI tools and automation strategies to streamline scheduling, communication, and workflow processes
• Maintain accurate records and ensure compliance with company policies and timelines
• Perform data entry and bookkeeping tasks utilizing QuickBooks and other office software to keep financial records accurate and up\-to\-date
• Organize files, documents, and correspondence through effective filing systems and digital organization tools like Google Workspace and Microsoft Office
• Support office management activities by overseeing supply inventory, preparing reports, proofreading documents, and assisting with general clerical duties
• Provide excellent customer support by addressing client needs promptly and maintaining positive communication channels

Required Qualifications

• Proven experience in scheduling, administrative support, or operations coordination
• Demonstrated expertise in applying AI tools (e.g., automation, scheduling optimization, workflow tools) within an administrative or scheduling role
• Strong organizational skills with high attention to detail and ability to manage multiple priorities
• Excellent written and verbal communication skills
• Excellent organizational skills with the ability to multitask efficiently in a busy office environment
• Ability to work independently in a remote environment while maintaining responsiveness
• Strong customer service orientation paired with professional phone etiquette and interpersonal skills
• Ability to manage time effectively while juggling multiple responsibilities as a personal assistant or administrative support staffJoin us in creating an energetic workplace where your organizational talents shine! This role offers valuable experience in office administration while supporting a collaborative team dedicated to excellence.

Preferred Qualifications

• Experience with medical scheduling and/or medical billing processes
• Prior experience working as a scheduler within an ABA company or behavioral health setting
• Proficiency in Microsoft Office Suite (Excel, Outlook, Word) and familiarity with other administrative and scheduling platforms (e.g., EMR/EHR systems, CRMs, calendar management tools)
• Comfort learning and implementing new technology systems quickly
• Proficiency in QuickBooks for bookkeeping and financial recordkeeping
• Knowledge of clerical procedures such as filing, calendar management, and document preparation

What We’re Looking For

• A proactive problem\-solver who anticipates scheduling needs and prevents conflicts
• Someone who thrives in a fast\-paced, dynamic environment
• A team player who values collaboration, but can also execute tasks independently
• A tech\-savvy professional who leverages tools (especially AI) to improve efficiency and accuracy

Why Join Us

• Flexible remote work environment
• Opportunity to work closely with leadership and have a direct impact on operations
• Meaningful work supporting individuals with autism and their families
• A collaborative and supportive team culture

Pay: $17\.00 \- $20\.00 per hour

Benefits:

• Flexible schedule
• Paid time off

Work Location: Hybrid remote in Springfield, IL 62711