Only candidates living within 20 miles of San Mateo, CA will be considered for this position. No relocation or ability to work remotely is available.

Center for Learning & Autism Support Services, Inc (CLASS) is seeking a highly organized, detail-oriented and enthusiastic Operations Assistant to join our team. Based in our headquarter office located in San Mateo, this role will report to the Director of Clinical Operations.

COVID-19 update: this is NOT a remote opportunity – candidates must be vaccinated to be considered for this role.

Who are you?

• Enthusiastic, focused, and self-motivated. A great attitude is everything
• “Multi-tasker” is your middle name!
• Well-organized, team player
• Flexibility – no two days are the same and priorities shift regularly
• You will play a vital role with the day-to-day operations, providing support to the office team (Director of Clinical Operations, Human Resources, Schedulers and Recruiting) and Clinical Team
• Require minimal direct management – you are assigned projects and can run with it
• The more skilled you are, the more responsibilities we can assign to you.

The position supports the Intake Department and the primary responsibilities include managing appointment scheduling for clients, maintaining staff calendars and managing the “Intake” process. Under direct supervision, the position is also responsible for scheduling patient appointments in an efficient and timely manner. Answers all incoming calls and directs calls to appropriate personnel that are associated with the scheduling of appointments for Directors, Managers and Therapists. The Scheduler serves as a liaison between patient and clinical staff. Supports and adheres to the CLASS policies and procedures associated with scheduling appointments, Intake/Admission practices to include appropriate Code of Ethics and Business Standards.

The position may encompass client scheduling and staff calendar management. Typical hours will be between 8:00 am - 4:30 pm, Monday-Friday. The Scheduler is responsible for appropriately managing appointments and calendars within all of the states that CLASS does business in. The position requires the individual to be versed in all aspects of applied behavioral analysis, benefit eligibility and the Intake/Admission process.

Responsibilities

Operations:

• Answer telephone calls (light phones)
• Receive and manage office visitors
• Compose and type routine correspondence; manage and administer incoming mail
• Organize and maintain client and personnel files
• Process client authorizations into systems
• Maintain and order office, kitchen and clinician supplies
• Asset tracking
• Assist with audits
• Perform other tasks as developed and assigned by the Director of Business Operations and HR Manager

• Maintaining client database of locations and contacts
• Oversee and perform various clerical and administrative tasks related to scheduling and associated issues that require initiative and independent judgement
• Organize and maintain appropriate documentation and protocols related to the appropriate certifications/credentials/requirements of staff as related to implementing ABA services with clients
• Staff cancellation process and time off request tracking

Skills and Qualifications:

• 1-3 years’ experience as an administrative professional
• Proficient in MS Office (Word, Excel)
• Critical-Thinking Skills: Schedulers will need to devise plans of action and asses those plans regularly.
• Organizational Skills: Multiple tasking and managing high call volume, staffing calendar needs and client appointment schedules requires strong organizational skills.
• Problem-Solving Skills: Schedulers will need to be ready when problems arise, or be ready to anticipate problems before they happen. Problem resolution skills will be essential when clients have concerns or complaints are presented. Handling concerns must be handled appropriately and forwarded to management per company practice.
• Must possess strong communication skills both verbal and written required.
• This person will need to speak with coworkers and customers on a regular basis demonstrating professionalism and a capacity to problem solve if necessary.
• At all times should demonstrate the ability to analyze a situation, make decisions, and think independently.

Education/Experience: High School Graduate or equivalent. Prefer two years of experience scheduling in a health care environment. Must be proficient in computer operations and programs.

Physical Requirements: Must have eye/hand/foot coordination, finger/fine dexterity and be able to handle/grip/squeeze and perform repetitive activity. Must be capable of transferring-vertical/horizontal, lifting/carrying up to 20 pounds, and be able to push/pull, stoop/bend, kneel, walk, sit, stand and reach.

Salary: $20-23 per hour DOE