ABA Scheduling Coordinator and Administrative Assistant (SPANISH SPEAKING REQUIRED)

The ABA Scheduling Coordinator & Administrative Assistant is responsible for managing the scheduling of therapy sessions, ensuring efficient coordination between clients, therapists (e.g.,Board Certified Behavior Analysts (BCBAs), Registered Behavior Technicians (RBTs)), and other stakeholders. Additionally, the role involves performing administrative tasks to support the smooth operation of the organization, such as handling client communications, maintaining records, and assisting with billing or data management.

Nexus Therapies is seeking a detail-oriented and compassionate ABA Scheduling Coordinator & Administrative Assistant to join our team. This role is critical to ensuring seamless delivery of ABA therapy services to our clients. The ideal candidate will excel in demonstrating excellent communication and multitasking skills, coordinating schedules, managing client records, and providing administrative support in a fast-paced environment.

This role is common in organizations providing ABA therapy, which is often used to support individuals with autism spectrum disorder (ASD) or other developmental disabilities. The position requires strong organizational skills, attention to detail, and the ability to manage sensitive client information in compliance with regulations like HIPAA.

Requirements

Qualifications:

• A bachelor’s degree
  
  

• 1–2 years of experience in scheduling, administrative support, or healthcare (ABA experience is a big plus).
  
  

• Proficiency in Google Workspace, CRM, EHR Software, and general proficiency with technology and platforms.
  
  

• Strong organizational and communication skills.
  
  

• Ability to handle sensitive information with confidentiality and professionalism.
  
  

• Strong organizational and time management skills.
  
  

• Excellent written and verbal communication skills.
  
  

• Ability to work independently.
  
  

• Spanish Speaker Required
  
  

Key Responsibilities:

• Schedule and confirm therapy sessions for clients and clinicians.
  
  

• Communicate with families and staff to manage scheduling needs, cancellations, and resolve conflicts.
  
  

• Maintain accurate client records in compliance with HIPAA and organizational standards.
  
  
• Assist with insurance verification, billing, and claims submission.
  
  
• Submit and track required documentation such as consent forms, treatment authorizations, reports, among others.
  
  
• Perform general office tasks, including answering phones, managing emails, and ordering supplies.
  
  
• Support clinical staff with administrative needs, such as preparing reports or organizing documentation.
  
  
• Ensure client records are up to date and compliant.
  
  
• Maintain accurate documentation logs and monitor deadlines.
  
  
• Respond to emails and internal communication in a timely and professional manner.
  
  

Work Authorization & Security Clearance

Employment with Nexus Therapies is contingent upon successful completion of a comprehensive background check and drug screening, in compliance with California state regulations and our commitment to client safety and confidentiality.

• Criminal History Background Check: All applicants must successfully pass a criminal history background check, which includes fingerprinting via LiveScan. This process is conducted by the California Department of Justice (DOJ) and the Care Provider Management Branch (CPMB). For roles involving care for children, a Child Abuse Central Index (CACI) check is also required. Depending on prior residency, an Out-of-State Child Abuse (OSCA) check may also be necessary.
  
  

• Confidentiality: All employees are required to maintain the highest standards of client confidentiality and strictly adhere to all HIPAA laws and regulations, safeguarding sensitive client information.
  
  

Equal Opportunity Employment (EEO) Statement

Nexus Therapies is an Equal Opportunity Employer. We are deeply committed to fostering an inclusive and diverse work environment where all employees and applicants are treated with respect, dignity, and fairness.

As part of the Nexus Therapies team, no provider or employee shall aid, coerce, or conspire to cause a termination or resignation of another employee because of illegal discriminatory factors. We are dedicated to providing reasonable accommodations for qualified individuals with disabilities and for religious practices, ensuring equal access to opportunities in the workplace.

Other Duties

This job description is designed to provide a comprehensive overview of the primary responsibilities and qualifications for the ABA Scheduling Coordinator & Administrative Assistant role. However, given the dynamic and evolving nature of the Applied Behavior Analysis field and our commitment to responsive client care, duties, responsibilities, and activities may be adjusted or expanded as needed. Any additional tasks assigned will be reasonably related to the job's core functions and classification, ensuring flexibility to meet operational demands and support our mission.

Benefits

Benefits:

• Competitive salary
  
  
• Health and vision insurance
  
  
• Paid time off and holidays
  
  
• Opportunities for professional growth