Administrative Assistant /Scheduler– ABA Clinic

Job Description

The Administrative Assistant supports the daily operations of the ABA clinic by providing administrative, clerical, and customer service support to ensure efficient, compliant, and professional service delivery. This role works closely with clinical, scheduling, and leadership teams while maintaining confidentiality and high standards of professionalism.

Key Responsibilities

• Opens and closes clinic daily M-F
• Greet families, clients, and visitors in a professional and welcoming manner
• Answer phones, emails, and messages promptly and professionally
• Support intake processes, including collecting documentation and maintaining client records
• Manages daily scheduling, confirmations, and coordination of appointments
• Maintain accurate and up-to-date electronic and paper records in compliance with HIPAA
• Support billing, authorizations, and insurance documentation as assigned
• Prepare reports, correspondence, and internal documents
• Assist with onboarding paperwork for new staff
• Maintain office organization, supplies, and equipment
• Communicate effectively with families, staff, and external partners, including during evenings and weekends.
• Communicate schedule changes, therapist absences, and session updates to families and staff in real time.
• Support communication needs during evenings or weekends when urgent scheduling issues arise.

Qualifications

• High school diploma or equivalent required; associate’s degree preferred
• Previous administrative or healthcare office experience preferred
• Knowledge of ABA services or behavioral health is a plus
• Strong organizational, time-management, and multitasking skills
• Excellent verbal and written communication skills
• Proficiency in Microsoft Office
• Ability to maintain confidentiality and professionalism

Skills & Competencies

• Attention to detail and accuracy
• Professional phone and email etiquette
• Ability to prioritize tasks in a fast-paced environment
• Team-oriented with strong interpersonal skills
• Problem-solving and follow-through

Benefits: We are able to offer a salary ranging from $45,000-$55,000 with annual and monthly bonus potential.

Healthcare + Life Balance

• Medical Packages with Rx (Eligible after 60 days of employment)
• Flexible Spending Accounts (FSA)
• Dependent Day Care Spending Accounts
• Health Spending Accounts (HSA) with a company match
• Dental Care Program –
• Vision Plan
• Life Insurance Options
• Accidental Insurances
• Paid Time Off + Paid Holidays (PTO is available to use after 90 days but you accrue starting day 1)
• Employee Assistance Programs
• 401k with a Company Match

Education + Leadership Development

• Up to $15,000 in Tuition Reimbursements
• Student Loan forgiveness

Job Type: Full-time

Pay: $45,327.21 - $54,587.61 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Education:

• High school or equivalent (Preferred)

Experience:

• Administrative: 2 years (Required)
• Appointment scheduling: 1 year (Required)

Language:

• English (Required)

Location:

• Dayton, OH 45419 (Required)

Shift availability:

• Day Shift (Required)

Ability to Commute:

• Dayton, OH 45419 (Required)

Work Location: In person