Program Scheduler

Key Responsibilities

• Create and maintain permanent schedules for clients and clinical staff.
• Manage day-to-day changes including client and staff cancellations.
• Ensure schedules for new clients and new hires are created one week before onboarding.
• Create and disseminate new hire shadowing schedules.
• Responsible for reviewing scheduling expectations for new hires.
• Reviewing and maximizing client and staff schedules based on current contract fulfillment reports.
• Proactively identify and resolve scheduling conflicts.
• Manage communication within the local clinical and operations team regarding scheduling changes, concerns, and requests.
• Manage communications from parents, caregivers, schools, and staff regarding scheduling needs and requests.
• Partner with Office Manager to continually assess staffing needs.
• Maintain professional relationships with stakeholders.
• Provide exceptional customer service to all stakeholders.
• Understanding your clinic’s service radius and surrounding areas regarding zoning
• Maintaining scheduling records and Client Relationship Management systems with up-to-date status of clients and staff.
• Audit scheduling errors, and location status, and monitor labor law requirements.
• Assist and perform any other administrative duties as assigned.

Skills, Knowledge and Expertise

• Minimum of 2+ years of relevant work experience in scheduling or administrative role
• Bachelor’s degree in healthcare administration or a similar field preferred
• Familiarity with electronic health record systems
• Ability and desire to operate resourcefully, independently, and with urgency.
• Mission-driven and focused to support clinical quality.
• Analytical: Ability to closely examine and identify relevant information and earn the respect of both leaders and operational teams by translating insights into clear, sizable scheduling plans/metrics.
• Operational excellence: Must have a keen eye for detail and an exceptionally high bar for accuracy and quality.
• Strong opinions loosely held: Ability to articulate POV with clarity, humility, and a willingness to question one’s assumptions/desire to constantly improve.
• Integrity and trustworthiness
• Excellent written and verbal skills in English and bilingual preferred
• A passion for the field of behavioral healthcare while leading with empathy.
• Experience and understanding of the ABA, Floortime/DIR, and mental healthcare industry.

Benefits

• Paid sick leave
• Paid Training
• Paid Vacation Time

About
Founded in 2003, Holding Hands is dedicated to supporting children, teens, and adults with diverse developmental and behavioral needs. We operate multiple clinics throughout Los Angeles County and continue to expand our reach to support more individuals and families in the communities we serve.Our services are delivered across a variety of settings, including homes, schools, clinics, and community environments. We support individuals with a range of diagnoses and needs, including Autism Spectrum Disorder, Down syndrome, ADHD, cerebral palsy, epilepsy, anxiety, OCD, and other developmental and behavioral health conditions.What sets Holding Hands apart is our interdisciplinary, person-centered approach to care. By offering a variety of therapeutic modalities, we can tailor services to meet the unique needs of each individual and family while providing opportunities for professional development and training across different approaches. Our services include Applied Behavior Analysis (ABA) and DIR®/Floortime™. We focus on each child’s strengths, individual differences, and unique needs to develop personalized intervention plans that support meaningful growth and development.At Holding Hands, diversity, equity, and inclusion are integral to who we are and how we serve our communities. We support individuals and families across diverse socioeconomic backgrounds and advocate for those who are underserved or face barriers to accessing care. We are committed to creating an inclusive environment where everyone has the opportunity to learn, grow, and feel supported. This commitment extends beyond the services we provide and is reflected in our workplace culture, where continuous learning, collaboration, and respect are encouraged every day.