Center Scheduling Manager ABA

The Center Operations Supervisor & Regional Scheduling Specialist  is responsible for overseeing the daily operations of the East Bay center while managing all regional scheduling functions. This role ensures the center operates efficiently, maintains compliance standards, and delivers a high-quality experience for both staff and families.

This position serves as a cross-functional operational leader supporting clinical, recruiting, and leadership teams. The role is responsible for aligning staffing, scheduling, and operational processes to support strong performance, minimize service disruption, and drive key business metrics.

This role may evolve over time based on business needs and may support additional operational initiatives as assigned.

Primary Functions Include:

Center Operations (COS)

• Oversee daily operations of the center, ensuring a safe, organized, and high-quality environment
• Serve as the primary point of contact for families for non-clinical needs and general communication
• Maintain facility operations including supplies, vendor coordination, and overall center upkeep
• Ensure compliance with safety protocols, building procedures, and authorized access requirements
• Support intake logistics, including assessment scheduling and onboarding coordination

Scheduling & Learner Coordination 

• Own all regional scheduling, including building and maintaining staff and learner schedules
• Manage real-time scheduling adjustments including callouts, cancellations, and reroutes
• Support schedule optimization by coordinating make-ups and minimizing lost hours
• Develop schedule proposals and support alignment between staff availability and learner needs
• Partner with clinical and recruiting teams to ensure timely staffing and learner placement
• Monitor scheduling trends and proactively address gaps and cancellation impact

Staff Supervision & Support

• Supervise BTs, RBTs, and center-based staff across onboarding, development, and retention
• Monitor staff attendance, availability, and time-off requests
• Support coverage planning and resolution of staffing gaps
• Partner with clinical leadership on staff performance and training coordination
• Promote a positive team environment focused on accountability and engagement

Administrative & Operational Support

• Maintain accurate and up-to-date data within CentralReach and other operational systems
• Support payroll, billing, timekeeping, and documentation processes to ensure accuracy and compliance
• Assist with onboarding and offboarding coordination and employee documentation
• Manage center-related expenses, supplies, and purchasing needs
• Ensure compliance with company policies and applicable labor laws

Operational Performance & KPI Management

• Monitor key performance metrics, including utilization, cancellations, and scheduling efficiency
• Track and follow up on scheduling gaps, unconverted appointments, and lost service hours
• Maintain scheduling tools, trackers, and reporting systems to support operations
• Identify and implement process improvements to increase efficiency and performance

Data Tracking & Reporting

• Track and report on staffing needs, scheduling gaps, and utilization trends
• Monitor intake pipeline and learner launch progress
• Prepare and maintain operational reports to support leadership decision-making

Collaboration & Communication

• Serve as the primary scheduling and operations point of contact for the region
• Manage and respond to the scheduling inbox in a timely and professional manner
• Partner with clinical, recruiting, HR, and leadership teams to align staffing and operations
• Participate in leadership meetings and support execution of operational priorities

New Learner & Growth Support

• Coordinate initial schedules for new learners in alignment with staffing and scheduling expectations
• Partner with recruiting to support timely staffing for new cases
• Support center growth initiatives, tours, and operational readiness
• Assist with planning and support for new center launches as needed

Qualifications:

Skills/Abilities

• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment
• Excellent communication skills – in person, by phone, and in writing
• Strong interpersonal and leadership skills with the ability to supervise and support team members
• Ability to problem-solve quickly and make sound operational decisions
• Strong attention to detail and ability to maintain accurate data and documentation
• Ability to manage scheduling complexities and adapt to real-time operational changes
• Ability to act with professionalism, accountability, and sound judgment
• Proficient with Google Workspace or related software
• Proficiency with or the ability to quickly learn scheduling and operational systems (CentralReach preferred)
• Knowledge of HIPAA and operational compliance standards preferred

Education & Experience Requirements

• Bachelor’s degree in business, healthcare, psychology, education, or related field preferred
• 2 years of experience in operations, scheduling, or team management (ABA or healthcare preferred)
• Leadership or supervisory experience required
• Experience managing schedules, staffing coordination, or workforce planning strongly preferred
• Experience with CentralReach or similar systems a plus
• Strong organizational and time management skills with the ability to manage competing priorities
• Excellent communication and interpersonal skills
• Ability to handle sensitive or confidential information with discretion

Physical Requirements

• The ability to sit and stand for extended periods throughout the workday
• The ability to walk and move throughout the center environment as needed
• The ability to lift at least 25 lbs
• The ability to operate a computer and office equipment consistently throughout the workday

Work Environment & Schedule Expectations

• Fully on-site role, Monday–Friday, 40 hours per week
• Center hours typically range from 8:00 AM to 7:00 PM; flexibility required based on operational needs