ABA Scheduler/Ops Associate

ABA Operations Associate – Join Our Growing Team in West Chester, PA!

We have an exciting opportunity for an ABA Operations Associate who is eager to learn, grow, and contribute within a fast-paced, mission-driven environment. In this role, you will support client intake, scheduling, and administrative functions for an assigned group of clients and staff, helping ensure smooth operations across one or more of our centers.

This position is essential to the success of our clients, families, and clinicians—and we’re looking for someone who brings strong communication skills, attention to detail, and the ability to problem-solve independently.

Ideal candidates will have experience in high-volume scheduling—preferably in healthcare, EMT, call centers, or similar environments—and some familiarity with medical insurance pre-authorization processes.

This is a full-time, in-person W-2 role based at our West Chester location, with occasional travel to support staff at other centers. Advancement opportunities are available for those interested in career growth.

What You’ll Do (Responsibilities & Duties)

Scheduling & Client Coordination

• Proactively schedule clients and staff.
• Respond to inquiries from parents, caregivers, schools, and team members regarding availability and schedule changes.
• Communicate staff or schedule changes clearly, including sending staff clearances to schools and other organizations.
• Follow proactive scheduling procedures and support their execution.
• Keep scheduling software updated and accurate.
• Pair clients with therapists based on established criteria and in coordination with colleagues.

Client Intake & Administrative Support

• Conduct new client intakes.
• Track and monitor Key Performance Indicators (KPIs); help implement plans to meet targets.
• Perform administrative tasks such as insurance pre-authorizations, mail handling, and related tasks.

Center Operations

• Ensure smooth daily operations in the center.
• Coordinate physical access, maintenance, cleaning, mail, and other onsite needs.
• Support occasional travel to other centers for training or staff assistance.

Why You’ll Love This Role

Your days will never be boring, this role blends communication, multitasking, and detail-oriented work. You’ll play a meaningful part in improving the lives of children and supporting our staff. We offer long-term opportunities for learning, development, and career advancement. You’ll join a supportive, local, mission-focused team that values quality over corporate oversight.

About Acclaim Autism

Acclaim Autism is a locally owned organization dedicated to improving the lives of children and families impacted by Autism Spectrum Disorder (ASD). We prioritize quality care, meaningful family and staff experiences, and a supportive workplace. We invest heavily in employee development and reduce administrative burdens for clinicians so they can focus on what matters most—helping children and families thrive.

We are proud to be an employer of choice and excited about the innovative projects we’re working on while staying grounded in our core mission.

Benefits

We believe you are our most valuable resource and we invest in your long-term success.

• Paid time off
• Quarterly bonus
• Tuition reimbursement / CEU and conference stipends
• Ongoing training and development
• 401(k) with company match
• Health, dental, and vision benefits (full-time)
• Employee Assistance Program (EAP)
• Paid parental leave
• Commuter and daycare benefits
• Life and disability insurance
• Discounts on events, parks, movies, and more

Qualifications

• Bachelor’s or Associate’s degree, or currently completing studies
• Experience working or interning in healthcare (behavioral healthcare preferred)
• Knowledge of ABA scheduling or intake processes (preferred, not required)
• Familiarity with Salesforce, Rethink, or similar software (preferred, not required)
• Ability to work independently and follow multi-step procedures
• Strong communication, organization, and phone skills
• Exceptional written and verbal communication
• High attention to detail; reliable, punctual, and organized
• Proficiency using a computer independently
• Familiarity with the Greater Philadelphia area
• Must pass all required clearances:
• PA Child Abuse Clearance
• FBI Fingerprinting
• PA Criminal Record Check
• Federal and County Criminal Record Checks
• Valid PA Driver’s License

Equal Opportunity Employer

We are an equal opportunity employer and do not discriminate based on race, color, religious creed, disability, ancestry, national origin, age, sex, or any other protected status.

Pay: $23.00 - $25.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Relocation assistance
• Retirement plan
• Vision insurance

Experience:

• Schedule management: 1 year (Required)
• Applied behavior analysis: 1 year (Required)
• Client services: 1 year (Required)

Location:

• West Chester, PA 19380 (Required)

Security clearance:

• Confidential (Preferred)

Shift availability:

• Day Shift (Required)

Ability to Commute:

• West Chester, PA 19380 (Required)

Willingness to travel:

• 25% (Required)

Work Location: In person

Salary : $23 - $25