Admin Coordinator

General Information

Position: Admin Coordinator

Department: Administrative

Status: Non-Exempt

In-Office Only

Job Summary 

The Administrative Coordinator supports the efficient operation of CSLOT through scheduling, client coordination, administrative recordkeeping, communication, and departmental support. The position has a current primary assignment supporting ABA services while also cross-training and providing administrative coverage to other departments as needed.

The Administrative Coordinator works collaboratively with the ABA Lead, clinical staff, Human Resources, Billing, Recruiting, and other administrative team members to support continuity of services and consistent administrative processes. The role requires proactive scheduling and coverage coordination, accurate recordkeeping, ownership of assigned responsibilities, independent problem-solving, and accountability for the outcomes connected to the employee’s work.

 Reporting and Working Relationships

Reports Directly To: ABA Lead

The employee reports directly to the Lead responsible for their current assignment. If the employee’s primary assignment changes, their direct reporting relationship changes to the Lead responsible for the new assignment.

Administrative Coordinators are assigned to support specific departments based on organizational needs. The employee’s initial or current departmental assignment does not limit the scope of the Administrative Coordinator position. CSLOT may temporarily or permanently change an Administrative Coordinator’s departmental assignment, responsibilities, reporting relationship, or coverage responsibilities based on staffing, client, business, or operational needs. Administrative Coordinators are expected to participate in cross-training and adapt to changes in departmental assignment as needed.

Essential Functions

• Coordinate and proactively manage direct ABA session scheduling for clients and BTs/RBTs in collaboration with the ABA Lead and appropriate clinical team members. Collect BT/RBT leaves of absence, update schedules, coordinate cancellations and rescheduled sessions, identify scheduling conflicts and uncovered sessions, and pursue opportunities to improve coverage and increase scheduled and delivered service hours.

• Follow scheduling, coverage, client coordination, and administrative issues through completion, appropriate handoff, or escalation. Communicate scheduling changes and other administrative information to clients, families, and staff, and work to minimize gaps in service delivery.

• Maintain and update client profiles, staff scheduling information, scheduling charts, client lists, mock schedules, BT-to-Program Supervisor assignment charts, and other administrative tracking documents. Ensure records are accurate and current, complete assigned quality checks, and promptly correct identified errors.

• Monitor the numbers connected to assigned responsibilities, including scheduled hours, delivered hours, cancellations, uncovered sessions, and coverage opportunities. Identify discrepancies, barriers, and opportunities for improvement; take appropriate action within the scope of the role; and communicate relevant trends and unresolved concerns to the ABA Lead.

• Coordinate BT observation scheduling with the appropriate BCBA and BT following required training; assist with administrative onboarding; answer telephone calls and nonclinical emails; route administrative questions to the appropriate Lead or department; and refer clinical questions to the appropriate clinical team member. 

• Assist with assigned ABA billing corrections, CentralReach authorization requests, session conversions or unconversions, and timesheet corrections as directed by the ABA Lead. Follow up with Billing regarding authorization status or concerns and escalate potential issues to the ABA Lead. Billing remains responsible for authorization tracking and processing.

• Maintain ownership of assigned responsibilities through completion or appropriate handoff. Document next steps, complete required follow-up, and proactively address outstanding items without repeated management reminders. Independently resolve routine scheduling and administrative issues using established procedures, training, and available resources; when escalation is necessary, communicate actions already taken and possible next steps when appropriate.

• Prioritize responsibilities based on client impact, service delivery, deadlines, and departmental priorities. Proactively communicate competing priorities, delays, or barriers before they affect services or deadlines, and participate in identifying and implementing solutions.

• Coordinate the physical distribution and handoff of assigned equipment, such as ABA iPads, in collaboration with Human Resources, and report equipment or access issues to Human Resources. Maintain and protect protected health information (PHI) in accordance with CSLOT policies and applicable requirements.

• Learn the administrative workflows and processes of other CSLOT departments, participate in cross-training, and provide coverage during absences or periods of increased workload. Provide scheduling, recordkeeping, communication, and other administrative assistance to the ST/OT department when needed, while maintaining accountability for primary-assignment responsibilities unless priorities are redirected by the responsible Lead or Executive Leadership. 

• Perform other related administrative duties as assigned.

Knowledge, Skills, Abilities, and Experience

REQUIRED

Minimum Education/Experience: Associate’s degree preferred.

• At least three years of office, scheduling, or administrative coordination experience.

• Strong written and verbal communication skills.

• Ability to manage multiple priorities in a fast-paced environment.

• Experience with scheduling systems, Microsoft Office, and Google Workspace.

• Ability to maintain confidential information and work collaboratively across departments.

• Ability to follow through on assigned responsibilities, independently resolve routine issues, maintain accurate records, and communicate barriers proactively.

• Ability to understand and monitor scheduling information and outcomes connected to assigned responsibilities.

• DOJ background check, as required.

• Spanish language skills are preferred.

Physical Clearance: A negative TB (tuberculosis) test within the last three months

DESIRABLE 

Characteristics of a CSLOT Employee: Strong work ethic, including accountability; Interest in business; Durability and flexibility; Interest in job and career development; Excellent people skills; Team player; Integrity; Independent thinking; Action oriented.

Physical Job Description

 While performing the duties of this job, the employee is frequently required to sit and use the keyboard.  The employee is occasionally required to stand; walk; climb stairs; balance; stoop; kneel; crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

Client Information

 Some clients with whom we work may exhibit adverse behaviors directed toward themselves, other clients, parents or staff. These behaviors may include, but are not limited to hitting, biting, kicking, pulling hair, spitting, and throwing objects.  It is possible in the course of your job that you may witness or experience these behaviors. CSLOT managerial staff will work to support you if you have a client that exhibits adverse behavioral challenges.