Footprints Behavioral Interventions is seeking a Full Time Front Desk Admin Assistant & Scheduling Coordinator to help keep services and office operations running smoothly for the children and families we serve. This role is a great fit for someone who enjoys organizing moving parts, supporting a busy team, solving logistical issues, welcoming people warmly, and bringing calm and clarity to a fast paced environment.
The Front Desk Administrative Assistant & Scheduling Coordinator supports both the consistent delivery of ABA services and the daily functioning of the office. This role works closely with Clinical Supervisors and supports the Administrative Team with scheduling, front desk support, office coordination, onboarding logistics, supplies, meetings, and day to day operational needs. The ideal candidate is organized, detail oriented, adaptable, professional, and able to communicate clearly across departments.
Pay: $22.00 per hour, depending on experience
Work Schedule
Monday through Friday, typically 8:30 AM to 5:00 PM, with some variation based on operational needs.
Core Responsibilities
Scheduling Coordination
- Coordinate schedules for clients and therapists based on availability, location, staffing needs, and service requirements
- Ensure client service hours are scheduled in alignment with authorizations and staffing availability
- Manage schedule changes, cancellations, call outs, and coverage needs promptly and professionally
- Communicate scheduling updates clearly with staff, families, and supervisors
- Maintain accurate scheduling documentation across required systems
- Use scheduling software and related tools to coordinate services effectively
- Identify scheduling conflicts and work with Clinical Supervisors to help resolve concerns
- Support continuity of services and scheduling efficiency across the team
Administrative and Office Support
- Serve as the front desk point of contact by greeting visitors, answering phones, and responding to general office needs
- Support the Administrative Team with day to day office operations and administrative tasks
- Assist with new hire orientation and onboarding logistics
- Help maintain a professional, organized, and welcoming clinic environment
- Reorder office, kitchen, and clinic supplies as needed and maintain organized inventory
- Monitor office needs and communicate concerns proactively to management
- Help prepare materials and coordinate logistics for meetings, trainings, and internal events
- Support the hosting of team meetings, staff gatherings, and office celebrations
- Contact contractors, vendors, and maintenance providers for repairs, maintenance, and facility related needs
- Track and follow up on office and facility requests as assigned
- Provide general administrative support as needed to help the clinic run smoothly
Team Collaboration
- Work closely with Clinical Supervisors to support service coordination and operational follow through
- Partner with the Administrative Team to support office workflow and clinic needs
- Participate in staff meetings, trainings, and other meetings as requested by management
- Contribute to a positive, responsive, and team oriented work environment
Minimum Education and Experience
- Previous experience in office administration, scheduling, front desk coordination, healthcare operations, staffing coordination, customer service, or similar environments strongly preferred
- Experience managing high volume scheduling is a plus
- Experience in a clinic, healthcare, or service based setting is preferred
- High school diploma or GED required
- Associate’s or Bachelor’s degree preferred
- Experience with scheduling software or CRM systems preferred, including AccuPoint
Qualifications
- Strong organizational and problem solving skills
- Ability to manage multiple priorities and shift between scheduling, front desk, and office support responsibilities throughout the day
- Excellent verbal and written communication skills
- Professional, warm, and service oriented demeanor
- Strong attention to detail and follow through
- Ability to remain calm, flexible, and solution focused in a fast paced environment
- Sound judgment and decision making skills
- Strong computer skills and ability to learn new systems quickly
- Knowledge of Microsoft Office including Word, Excel, and Outlook
- Ability to work independently while also collaborating closely with supervisors and team members
- Sensitivity to working with ethnically, linguistically, culturally, and economically diverse populations
- Bilingual candidates are welcome but not required
- Ability to obtain and maintain criminal record clearance through the Department of Justice
Physical Requirements
- Ability to sit for extended periods and work at a computer for much of the workday
- Frequent use of hands and fingers for typing, data entry, and phone communication
- Ability to speak, hear, and communicate clearly in person, by phone, and in writing
- Ability to review schedules, screens, and documents for accuracy
- Occasional standing, walking, bending, reaching, and lifting or carrying up to 10 pounds
Why Join Footprints
At Footprints Behavioral Interventions, we care deeply about the children and families we serve and the team members who make that work possible. We are looking for someone who wants to be part of a mission driven environment where organization, teamwork, and compassionate support matter every day.
Job Type: Full-time
Pay: From $22.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
Medical Specialty:
Ability to Commute:
- Santa Ana, CA 92705 (Required)
Work Location: In person
