Admin Coordinator

The Administrative Coordinator supports the efficient operation of CSLOT through scheduling, client coordination, administrative recordkeeping, communication, and departmental support. The position has a current primary assignment supporting ABA services while also cross-training and providing administrative coverage to other departments as needed.

The Administrative Coordinator works collaboratively with the ABA Lead, clinical staff, Human Resources, Billing, Recruiting, and other administrative team members to support continuity of services and consistent administrative processes. The role requires proactive scheduling and coverage coordination, accurate recordkeeping, ownership of assigned responsibilities, independent problem-solving, and accountability for the outcomes connected to the employee’s work.

Reporting and Working Relationships

Reports Directly To: ABA Lead

The employee reports directly to the Lead responsible for their current assignment. If the employee’s primary assignment changes, their direct reporting relationship changes to the Lead responsible for the new assignment.

Administrative Coordinators are assigned to support specific departments based on organizational needs. The employee’s initial or current departmental assignment does not limit the scope of the Administrative Coordinator position. CSLOT may temporarily or permanently change an Administrative Coordinator’s departmental assignment, responsibilities, reporting relationship, or coverage responsibilities based on staffing, client, business, or operational needs. Administrative Coordinators are expected to participate in cross-training and adapt to changes in departmental assignment as needed.

Essential Functions

Coordinate and proactively manage direct ABA session scheduling for clients and BTs/RBTs in collaboration with the ABA Lead and appropriate clinical team members. Collect BT/RBT leaves of absence, update schedules, coordinate cancellations and rescheduled sessions, identify scheduling conflicts and uncovered sessions, and pursue opportunities to improve coverage and increase scheduled and delivered service hours.

Follow scheduling, coverage, client coordination, and administrative issues through completion, appropriate handoff, or escalation. Communicate scheduling changes and other administrative information to clients, families, and staff, and work to minimize gaps in service delivery.

Maintain and update client profiles, staff scheduling information, scheduling charts, client lists, mock schedules, BT-to-Program Supervisor assignment charts, and other administrative tracking documents. Ensure records are accurate and current, complete assigned quality checks, and promptly correct identified errors.

Monitor the numbers connected to assigned responsibilities, including scheduled hours, delivered hours, cancellations, uncovered sessions, and coverage opportunities. Identify discrepancies, barriers, and opportunities for improvement; take appropriate action within the scope of the role; and communicate relevant trends and unresolved concerns to the ABA Lead.

Coordinate BT observation scheduling with the appropriate BCBA and BT following required training; assist with administrative onboarding; answer telephone calls and nonclinical emails; route administrative questions to the appropriate Lead or department; and refer clinical questions to the appropriate clinical team member.

Assist with assigned ABA billing corrections, Central Reach authorization requests, session conversions or unconversions, and timesheet corrections as directed by the ABA Lead. Follow up with Billing regarding authorization status or concerns and escalate potential issues to the ABA Lead. Billing remains responsible for…