ABA Intake, Scheduling & Administrative Assistant

Buffalo, NY
Full Time
Mid Level
Position: ABA Intake, Scheduling & Administrative Assistant
Location: Buffalo, NY (14226)
Salary: $22–$25 per hour
Work Arrangement: Monday–Friday, 9 AM–5 PM (in-office 5 days/week)
Company Overview
We are a dedicated team in the healthcare industry focused on providing high-quality ABA services. Our core mission is to make a meaningful difference in the lives of individuals with Autism Spectrum Disorder by offering supportive, personalized, and innovative programs. We are deeply committed to service excellence, community outreach, and fostering a collaborative, inclusive environment.
Our core values—integrity, collaboration, and continual improvement—guide everything we do. If you're passionate about helping others, thrive in dynamic environments, and are looking to grow with a purpose-driven organization, we’d love to hear from you.
Position Summary
We are seeking a highly organized and proactive ABA Intake, Scheduling & Administrative Coordinator to join our Buffalo team. This role combines administrative, client-facing, and operational functions. You will oversee the intake process for new clients, manage the scheduling of Behavior Technicians (BTs), and be responsible for opening, closing, and ensuring the clinic operates smoothly on a daily basis.
Serving as the key administrative presence on-site, you will support overall clinic functionality, address logistical needs, and ensure clients and staff are welcomed into a well-run environment. This role reports directly to the Regional Manager in Buffalo.
Key Responsibilities
Clinic Operations & Administration
  • Open and close the clinic each day following standard operating procedures.
  • Ensure the clinic environment is clean, safe, fully stocked, and operational.
  • Coordinate facility needs (maintenance, supplies, vendors) as needed.
  • Serve as the on-site point of contact for day-to-day administrative and operational issues.
  • Maintain clinic documentation and assist with general office support tasks.
Client Intake & Onboarding
  • Manage the intake process from referral through onboarding.
  • Ensure all client documentation is accurate, complete, and up to date.
  • Confirm eligibility and communicate next steps to clients and families.
  • Administer intake through the client portal and maintain detailed records in Central Reach.
  • Serve as the primary contact for referrals, families, and partners.
Scheduling & Coordination
  • Schedule Behavior Technicians in alignment with client needs and staff availability.
  • Adjust and manage daily/weekly changes to the schedule, addressing cancellations and gaps.
  • Collaborate with Clinical, Authorizations, and Onboarding teams for seamless case coordination.
  • Monitor technician coverage and actively support scheduling optimization.
Reporting & Process Support
  • Maintain SOPs and templates related to intake, scheduling, and admin procedures.
  • Use Power BI and other tools to generate reports supporting scheduling and staffing decisions.
  • Identify and implement improvements in intake and scheduling processes.
Success Milestones
  • 30 Days: Understand intake, scheduling, and clinic open/close procedures; begin managing assigned tasks.
  • 60 Days: Independently run intake caseloads, manage schedules, and maintain daily clinic functions.
  • 90 Days: Lead intake, scheduling, and admin functions fully; contribute to operational improvement projects.
  • 1 Year: Optimize workflows and take ownership of intake and scheduling KPIs.
Requirements
Experience
  • Healthcare intake experience – required
  • Central Reach experience – strongly preferred
  • ABA or behavioral health background – a plus
Skills
  • Proficient in Central Reach, Microsoft, DocuSign, and similar tools
  • Strong organizational and multitasking ability
  • Excellent verbal and written communication
  • Proactive, professional, and customer-service oriented
  • Comfortable managing a clinic environment independently
  • Able to troubleshoot, problem-solve, and communicate effectively with staff and families
Perks & Benefits
  • Comprehensive medical, dental, and vision coverage
  • 15 days of Paid Time Off (PTO)
  • 10 floating holidays annually
  • Career growth opportunities within a rapidly expanding company
  • Opportunity to make a real impact in families’ lives
Equal Employment Opportunity (EEO) Statement
We are committed to providing equal employment opportunities to all individuals. We do not discriminate based on race, religion, color, sex, gender identity, sexual orientation, age, disability, or any other protected status.
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