Scheduling & Administrative Coordinator in Stafford, Virginia at Stafford Early Autism Services

Stafford Early Autism Services (SEAS) is a locally owned and operated ABA provider serving children and families in Stafford, Virginia. Since 2018, our mission has been to provide high-quality, compassionate, and individualized services in an environment where children can learn, grow, play, and feel supported.

SEAS operates two clinic-based programs, The Cove and The Reef, designed to meet the needs of children at different ages and stages of development. Our approach to ABA is play-based, naturalistic, and child-centered, with an emphasis on meaningful skills that improve independence, communication, social connection, and everyday quality of life.

Just as importantly, we believe great services start with a great team. SEAS is made up of BCBAs, BCaBAs, RBTs, trainees, administrative professionals, and leaders who work collaboratively to support our clients and one another. We prioritize strong training, ongoing professional development, ethical practice, teamwork, and opportunities for employees to continue growing within the organization.

At SEAS, our team members work in a clinic-based setting with no client-to-client travel, allowing for consistent collaboration, access to supervisors and resources, and a strong sense of community. Our clinics are active, fun, and engaging spaces where employees are encouraged to bring creativity, energy, compassion, and their own unique strengths to the team.

If you're looking for a career where you can make a meaningful difference, continue developing your skills, and be part of a team that genuinely cares about the children, families, and coworkers we serve, we'd love to learn more about you.

The Scheduler/Administrative Assistant plays a critical role in coordinating client sessions, managing staff schedules, and supporting administrative functions within the clinic. This position requires prior experience with ABA scheduling and the ability to thrive in a fast-paced, team-oriented environment.

Key Responsibilities:

• Create, manage, and maintain client and staff schedules
• Coordinate coverage for call-outs, PTO, and schedule changes
• Communicate schedule updates clearly and promptly with staff and families
• Ensure accuracy of schedules for billing and service delivery
• Collaborate with clinical and administrative teams to optimize scheduling efficiency
• Track attendance and address scheduling inconsistencies
• Assist with general administrative tasks (emails, data entry, documentation support, etc.)
• Support onboarding logistics related to scheduling for new hires and clients
• Assist with organization and cleanliness of clinic
• Greet clients, families, and staff professionally and warmly
• Answer phones, respond to emails, and provide information to families and staff
• Maintain client and staff records as needed, and ensure compliance with HIPAA regulations
• Restock office and clinic supplies and update Office Manager on low inventory as needed

Qualifications:

• Required: Prior experience with ABA scheduling (clinic-based preferred)
• Strong organizational and time management skills
• High attention to detail and accuracy
• Excellent written and verbal communication skills
• Ability to problem-solve quickly and manage multiple priorities
• Reliable, punctual, and professional
• Proficient with computers and scheduling systems (experience with ABA software is a plus)

What We’re Looking For:

• A proactive, dependable team member who takes ownership of their role
• Someone who thrives in a structured but fast-moving environment
• A strong communicator who can balance staff and client needs effectively

Why Join Us:

• Consistent weekday schedule (no weekends!)
• Supportive and collaborative team environment
• Opportunity to grow with a rapidly expanding company
• Meaningful work supporting children and families

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Retirement plan
• Vision insurance