Operations Coordinator

Operations Coordinator I - Job Description

** This position is a California position, and the ideal candidate must be fully available in-person**

The Operations Coordinator serves as the primary point of contact for staff inquiries, requiring a strong grasp of scheduling rules, timekeeping laws, and operational strategy to deliver prompt, accurate responses and effective solutions. Consistent afternoon/evening availability is required to cover closing shifts and support daily operational needs.

BDA is the largest award-winning behavioral consultation group on the East Coast of the United States. We deploy over 800 clinicians (Behavior Technician, RBT, BCBA, etc.) providing behavioral & educational consultation in over 180 school districts/agencies throughout NJ, ME, CA, OK, PA and worldwide, through the use of remote video consultation. In addition, BDA is one of the industry leaders in Organizational Behavior Management (OBM) and incorporates the use of OBM strategies (i.e., feedback, mentoring, pay for performance) to support its team of staff reach their peak performance.

We are currently looking for an Operations Coordinator I who brings a collaborative, solutions-oriented mindset to a fast-paced environment. The ideal candidate is detail-oriented, proactive, and adaptable with strong interpersonal skills and the flexibility to support a dynamic team.

The position will include, but is not limited to, the following duties:

• Respond promptly to staff inquiries via text, email, phone, and form submissions, maintaining professionalism and providing accurate information at all times.
• Update and manage schedules in Central Reach accurately and expeditiously.
• Address scheduling conflicts, last-minute changes, and urgent requests promptly and efficiently, demonstrating strong schedule adherence and deadline management.
• Maintaining a professional demeanor and finding creative solutions while processing high volume changes and frequent potential interruptions.
• Communicate schedule updates and changes to team members in a clear and timely manner, and answer relevant questions.
• Collaborate with the Operations Manager to forecast daily staffing needs, optimize resource utilization, and support real-time scheduling adjustments and conversions.
• Maintain accurate records of employee availability, time-off requests, and scheduling adjustments.
• Process data relating to time off requests and client absences, etc., to identify scheduling solutions and maximize hours worked.
• Track and report on scheduling metrics, coverage gaps, and key operational updates to leadership in a timely manner.
• Audit staff schedules to ensure there are no conflicts and that schedule adherence standards are met.
• Provide front desk and operational support during events, late pickups, and end-of-day closeout at the OLC, including support when the OLC Coordinator is out (key operational duties only, alongside other administrators).
• Coordinate scheduling for staff training (e.g., EOE) and support onboarding of new staff to scheduling systems and processes.
• Handle sensitive information in a confidential manner.
• Contribute to a positive and productive work environment by fostering effective communication and teamwork.

• Strong self-management and follow-through; able to work independently, stay proactive, and manage competing priorities without direct supervision.
• Ability to manage competing deadlines, track scheduling metrics, and communicate operational updates to leadership in a timely manner.
• High attention to detail, problem-solving abilities, and a clear understanding of priority hierarchy.
• Knowledge of the Applied Behavior Analysis (ABA) industry and familiarity with Central Reach (CR) is strongly preferred.
• Proficiency in scheduling software and G-Suite (Google Docs, Google Calendar, Google Sheets, etc.).
• Strong grasp of technology and willingness to adopt new systems to improve departmental efficiency.
• Ability to work independently and as part of a team in a fast-paced environment.
• Consistent afternoon/evening availability is essential (Monday-Friday, approximately 9:30 AM – 6:30 PM).
• Experience with…