Afternoon Scheduler/Master Scheduler

Afternoon Scheduler / Master Scheduler

Position Overview: This role combines standard Front Desk responsibilities with serving as the Afternoon Scheduler and Master Scheduler for clients and staff. You will oversee the accuracy, compliance, and daily functioning of Aspire’s master schedule, ensuring smooth clinic operations and timely communication with families and clinical staff.

Responsibilities:

Front Desk Duties

• Greet visitors, employees, and clients in a friendly, helpful manner
• Answer incoming calls and direct them to the appropriate staff
• Perform filing and maintain cleanliness of the lobby and break areas (including occasional spill cleanup if needed)
• Serve as the point of contact for walk‑in inquiries about Aspire Behavioral Care
• Assist with peer breaks when needed
• Communicate via walkie‑talkie when clients are ready for pick‑up or drop‑off
• Maintain accurate visitor and parent sign‑in sheets and file them appropriately
• Monitor and respond promptly to parent inquiries via the scheduling phone

Afternoon Scheduler / Master Scheduler Duties

• Manage and maintain the Master Schedule for all Aspire clients across BCBA teams
• Ensure the schedule is updated daily and audited at least two weeks in advance
• Enter, adjust, and verify appointments in the CentralReach (CR) practice‑management system
• Keep the scheduling spreadsheet aligned with CR at all times
• Manage scheduling changes received through the scheduling mailbox
• Track and upload staff time‑off requests and administrative forms to SharePoint
• Monitor cancellations, therapist availability, and client authorization limits
• Ensure schedules remain compliant, billable, and aligned with treatment plan hours
• Communicate promptly with BCBAs and RBTs regarding changes, conflicts, or concerns
• Coordinate coverage for call‑outs and resolve scheduling gaps efficiently
• Document all schedule adjustments for accuracy and accountability
• Maintain awareness of staff‑to‑client ratios and ensure proper coverage
• Support smooth transitions between sessions during afternoon hours

Qualifications

Required:

• High school diploma or equivalent
• Knowledge of scheduling, or front desk experience and/or time and knowledge in the ABA field
• Strong organizational and time‑management skills, with the ability to manage frequent changes
• Excellent verbal and written communication skills, especially when coordinating with BCBAs, RBTs, and families
• Proficiency with Central Reach practice‑management platforms
• Ability to multitask in a fast‑paced clinical environment
• Comfort handling sensitive information and maintaining HIPAA compliance
• Reliable attendance and punctuality, especially during peak scheduling hours
• Ability to problem‑solve coverage gaps and respond quickly to cancellations or call‑outs
• Must be able to work M-F until 6:30 p.m.

Preferred:

• Experience in an ABA clinic, mental health office, or medical scheduling role
• Knowledge of client‑to‑staff ratios, treatment plan hours, and session structures
• Experience coordinating schedules for 15 staff members or multiple locations
• Ability to anticipate scheduling conflicts and proactively adjust coverage
• Strong customer‑service skills when interacting with families and caregivers
• Comfort working closely with clinical leadership to ensure schedule accuracy
• Comfort in answering calls and relaying information

Benefits include:

• Paid time off, Unpaid time off, and sick days
• Paid holidays after 90 days