[Hiring] Scheduling Assistant @HUMMINGBIRD ABA THERAPY LLC

Role Description Hummingbird ABA Therapy is a licensed Intensive Behavioral Health Service, IBHS, Agency offering Applied Behavior Analysis, ABA, services to children ages 2-21 with behavioral health diagnoses, typically autism. We are hiring a Virtual Scheduling Assistant to join our administrative team. This position will support daily administrative operations, including:

• Scheduling support
• Email and voicemail management
• CentralReach updates
• Staff and client communication
• Documentation follow-up
• General administrative tasks

The ideal candidate is dependable, organized, detail-oriented, comfortable communicating by phone and email, and able to remain calm and professional when client schedules change quickly. This position will work closely with the Scheduling Coordinator, Client Services Director, and other team members to help ensure client schedules, staff coverage, and daily operations are completed accurately and efficiently.

Qualifications

• Associate’s degree or higher in a related field preferred but not required.
• Experience with scheduling, administrative support, or coordination in a clinical, healthcare, school, or childcare setting is preferred.
• Strong organizational, time management, and communication skills.
• Comfortable using phone, voicemail, email, and virtual tools to communicate professionally with staff and families.
• Experience with CentralReach is required; RingCentral, Google Workspace, or similar systems preferred.
• Knowledge of ABA, HIPAA, and confidentiality requirements preferred.
• Must have reliable internet access and a quiet, professional remote work environment.

Requirements

• Assist with daily administrative and scheduling tasks to support Hummingbird ABA Therapy’s operations.
• Support the Scheduling Coordinator with client and staff schedules, coverage needs, cancellations, call-offs, time-off requests, and schedule changes.
• Review emails, voicemails, and internal messages; flag high-priority items and assist with follow-up communication.
• Make approved schedule updates in CentralReach and help communicate changes to staff and families.
• Review schedules for accuracy, including overlaps, missing labels, incomplete information, and unconverted appointments.
• Assist with early-morning schedule adjustments, Sunday evening schedule review, and upcoming schedule planning as assigned.
• Use Google Workspace, RingCentral, CentralReach, and other company-approved systems.
• Help maintain forms, trackers, intake documents, SOPs, and internal administrative processes.
• Track scheduling trends, repeated cancellations, call-offs, tardiness, or availability concerns, and report patterns to leadership.
• Attend assigned virtual meetings and assist leadership with projects as needed.
• Maintain confidentiality and follow HIPAA and company policies.

Company Description