Scheduling Support Coordinator (ABA Therapy - US Healthcare) - Remote | EST Hrs

ISTA Personnel Solutions is a fast-growing, global BPO company. We are not a recruitment agency. We operate as a dedicated extension of our U.S.-based clients’ teams, delivering high-quality operational support with precision, efficiency, and professionalism.

We are recruiting on behalf of a fast-growing US-based ABA (Applied Behaviour Analysis) therapy company, who requires a Scheduling Support Coordinator to assist their Scheduling and Staffing team in managing therapist placements and family communications.

As a Scheduling Support Coordinator, you will play a key supporting role in keeping the staffing engine running smoothly. You’ll work closely with the scheduling and staffing coordinators, handling follow-ups with ABA Therapists (RBTs) and families, helping source new RBT candidates, and assisting with the pairing of therapists to clients. This is a people-oriented, detail-driven role that requires someone who communicates confidently, stays organised under pressure, and can be trusted to keep things moving.

PLEASE NOTE

• Working Hours: Monday – Friday | 10:00 AM – 19:00 PM EST (16:00 PM – 01:00 AM South African time – subject to daylight savings).
• Public Holidays: This role requires working on both South African and U.S. public holidays (compensation for SA public holidays in accordance with the BCEA).
• Internet Requirements: A fixed fibre line with a minimum speed of 25 Mbps (upload & download) and wired Ethernet capability is mandatory. Applicants without a fixed fibre line cannot be considered.
• Power Backup: Reliable backup required to manage load shedding or outages. Applicants without a power backup cannot be considered.
• Work Environment: Fully remote

Key Responsibilities:

• Following up with RBTs (Registered Behaviour Technicians) to confirm availability, schedules, and any updates that affect client sessions.
• Checking in with families and parents to provide scheduling updates, address concerns, and ensure their expectations are being met.
• Sourcing new RBT/ABA Therapist candidates through various channels to support the team’s ongoing staffing needs.
• Assisting with the pairing of RBTs/ABA Therapists to clients based on availability, location, and client needs.
• Maintaining accurate and up-to-date records of therapist and client statuses in the relevant systems.
• Flagging scheduling conflicts, staffing gaps, or unresponsive parties to the relevant coordinator in a timely manner.
• Drafting and sending professional written communications to both RBTs and families as required.
• Supporting the broader scheduling and staffing team with administrative tasks as needed.

Requirements:

• Excellent verbal communication skills — you will be speaking with therapists, families, and team members regularly.
• Strong written communication skills — ability to compose clear, professional, and empathetic emails and messages.
• Prior experience in a coordination, scheduling, administrative, or client-facing support role is preferred.
• Experience with ClickUp and/or CentralReach is a significant advantage.
• Familiarity with the ABA therapy space or a background in healthcare, disability services, or education is a plus.
• Highly organised with strong attention to detail and the ability to manage multiple follow-ups simultaneously.
• Self-motivated and proactive — able to anticipate what needs to be done and act without needing to be prompted.
• Comfortable working in a fast-paced, high-communication environment.

If you are not contacted within 14 working days, please consider your application unsuccessful.