Scheduling Coordinator
ABA Therapy Partners
September 2026
Reports to: COO David Deane
Scheduling Team: Work with a clinical team to deliver on staff on a daily basis.
Location: Remote (California hours). Early mornings are the job.
Employment: Full-time, non-exempt
The job in one line
Fill every assigned shift, every day. For school, that means 100% fill before the bell. An empty chair is a broken promise to a kid and a campus.
About ATP
ABA Therapy Partners delivers ABA in California schools, homes, and community settings. We take care of our people who take care of our clients. Proactive. Work hard. Solve problems. Team first. One step ahead. Communication is the most important thing we do.
Why this seat exists
When we take a 1:1, we promised that site a person will be there. Vacancies are not a calendar problem. They are extra stress we created for a student, a teacher, and a school. This role makes sure we are prepared every day: confirmed names, backups, and a recovery plan when someone calls off at 6:45 a.m.
You are not “keeping a schedule.” You are owning the board.
Primary measure
100% fill rate on school shifts, every instructional day.
If we are short, you own the recovery the same morning: who covers, who is already on campus, who can move, Super Floater / Floater, and the honest update to the school. A hole that sits open is a miss.
What you own
Daily coverage
• Build and run the board so every assignment has a name before the bell.
• Own staffing ratios as we actually run them (1:1, BII, BID, group).
• Call-offs, no-shows, late arrivals: fill them the same day, same hour when you can.
• Point Super Floaters and Floaters at real holes. Do not park them.
• Know tomorrow’s board tonight. Morning is for exceptions, not discovery.
• Run the morning desk with scheduling (about 7:00–8:30 a.m. Pacific): availability calls to the bench, coverage fills, and clear updates in I Need Support / scheduling channels.
Preparation and follow-up
• Chase confirmations. A text is not a show.
• Do not send someone who is not ready (Live Scan, credentials, brief). HR owns clearance. You own not putting an uncleared person on a campus.
• Site is ready: hours, classroom, who they report to, start date. The kid is not left waiting because we were sloppy.
• When we accept a new 1:1 or add hours, say whether we can staff day one and what the backup is if the named person is out.
• Keep the bench list current with Aljon / Henry. Ready-to-work people only. Reliability notes (answers / does not answer) stay on that list.
Clinician and system schedules
• School schedules for clinicians (BCBA / clinical) are in the system, current, and match the sites we sold.
• Flag conflicts early: two sites at once, hours we cannot support, supervision vs coverage.
• Work in Lumary / Hi Rasmus, Google Workspace, and Rippling as needed. Accurate boards beat pretty boards.
Communication
• Be the calm, clear voice when the morning gets loud.
• Tell the truth when we are short. Do not leave a school to find out from an empty chair.
• Hand off cleanly to recruiting when you need bodies this week. Give them open hours and location, not a vague “we’re short.”
What you do not own (and do not swallow)
• HR (Nicole): Live Scan declines, I-9, three-strikes, inactive 15/30/45, downgrade paperwork, payroll. You run the floor. They write the rule.
• Recruiting: pipeline and interviews. You tell them the gaps that will hurt this week.
• Jason / client side: new school awards. You say yes only when the board can hold it.
• Supervisors: performance of their people. You own whether the shift is filled.
Done looks like, week to week
• Fill rate is known. Misses have a name, a reason, and what we changed.
• Tomorrow’s board is full before you leave today.
• Same-morning call-offs get filled or have a named recovery.
• Clinician school schedules live in the system, not in a Chat thread.
• New 1:1s do not start until coverage and a backup are real.
• Schools are not surprised.
Who thrives here
• You like early mornings and finishing the board before other people start coffee.
• You are organized without being precious. Five-second clarity beats a 40-column sheet nobody updates.
• You can call a BT at 7:05, text a school, and move a Floater without drama.
• You have worked scheduling, staffing, dispatch, or ops in healthcare, education, ABA, home health, or a similar high-volume service business (2+ years preferred).
• ABA experience is a plus, not a requirement. Reliability and follow-through are.
• Strong written and spoken English. Comfortable on the phone. Google Workspace and spreadsheet fluency required.
• Based in a U.S. time zone that can cover Pacific early mornings. California preferred.
Nice to have: Lumary, CentralReach, Hi Rasmus, Rippling, or RingCentral. Bilingual English / Spanish.
How we work
We take care of our people who take care of our clients. For this seat that means you are a day ahead, you tell the truth when we are short, and you do not leave a campus to find out from an empty chair.
To apply / post
Pay range, title level, and Rippling job code to be confirmed before posting (CA pay transparency). Benefits per ATP full-time package.
Related internal docs
• School Scheduling Coordinator
• ATP BT Morning Staffing & Call-Off SOP
• ATP Hiring and Onboarding Process (bench handoff)
