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-basedABA (Applied Behaviour Analysis) therapy company, who requires aScheduling Support Coordinator to assist their Scheduling and Staffing team in managing therapist placements and family communications.

As aScheduling 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 acoordination, scheduling, administrative, or client-facing support role is preferred.
• Experience withClickUp and/or CentralReach is a significant advantage.
• Familiarity with theABA therapy space or a background inhealthcare, disability services, or education is a plus.
• Highlyorganised withstrong attention to detailand 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 afast-paced, high-communication environment.

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