Scheduling Lead

The Scheduling Lead plays a critical role in ensuring a well-balanced, efficient, and collaborative scheduling process that supports both clients and staff. This position requires a strong leader who can blend operational efficiency with a people-first approach, fostering a positive work environment while optimizing schedules to meet the needs of a growing organization.

The ideal candidate will be proactive, solution-oriented, and highly communicative, with the ability to lead a team that balances clinical needs, staff well-being, and operational goals. As the company scales, the Scheduling Lead will implement fair, transparent, and supportive scheduling practices, ensuring that team members feel heard, valued, and equipped to succeed.

Key Responsibilities

Leadership & Team Culture

• Foster a positive, collaborative, and solutions-driven culture within the scheduling team.
• Lead by example, providing support, encouragement, and mentorship to the scheduling team.
• Ensure open communication channels so team members and clinicians feel respected, heard, and supported in scheduling decisions.
• Promote a work environment that values transparency, equity, and mutual respect across departments.
• Serve as a liaison between scheduling and clinical teams, ensuring all perspectives are considered in decision-making.

Collaboration & Communication

• Establish strong partnerships with BAs, program managers, and clinical leadership to align scheduling with staff preferences, client needs, and operational goals.
• Maintain open, constructive, and proactive communication with employees regarding schedule changes, policies, and problem-solving.
• Partner with HR and operations teams to anticipate staffing needs and optimize scheduling strategies in alignment with company growth.
• Address concerns with empathy and professionalism, ensuring scheduling challenges are resolved in a way that supports both staff and client well-being.

Process Optimization & Employee Well-Being

• Design efficient and flexible scheduling systems that balance business needs with employee well-being.
• Utilize data-driven strategies to optimize staff schedules while ensuring fairness and equity in case distribution.
• Implement process improvements that reduce burnout, support work-life balance, and encourage sustainable scheduling practices.
• Advocate for staff needs and preferences while ensuring compliance with business and clinical requirements.

Technology & Data-Driven Decision Making

• Oversee scheduling software and automation tools (Central Reach, AI-based scheduling) to streamline operations.
• Track key performance metrics (staff utilization, efficiency, satisfaction) and proactively adjust strategies to enhance outcomes.
• Ensure compliance with funding source requirements and legal regulations while making scheduling fair, transparent, and efficient.

Problem-Solving & Decision-Making

• Approach scheduling challenges with a problem-solving mindset, considering multiple perspectives before implementing solutions.
• Develop creative, compassionate solutions to balance staff availability, client needs, and operational constraints.
• Maintain a calm and professional approach in high-pressure situations, ensuring solutions prioritize fairness and collaboration.

Qualifications & Experience

• Required:
• 2+ years of experience in scheduling or operations within ABA therapy, healthcare, or a related field.
• Strong leadership skills with a focus on building team morale, collaboration, and open communication.
• Proficiency in scheduling software (Central Reach preferred) and experience with AI-driven scheduling tools.
• Exceptional interpersonal and conflict-resolution skills with the ability to navigate complex scheduling scenarios diplomatically.
• Ability to analyze scheduling data and implement improvements to enhance efficiency and staff satisfaction.
• Preferred:
• Experience working in a scaling ABA therapy organization.
• Knowledge of insurance authorization requirements and funding regulations.
• Experience fostering a positive workplace culture within a fast-paced, operational environment.

Success Metrics for the Role

• Team Engagement & Satisfaction: High morale, low burnout, and a supportive team environment.
• Scheduling Efficiency: Balanced schedules that optimize client access while maintaining staff well-being.
• Retention & Staff Feedback: Low scheduling-related turnover and positive feedback from clinicians and team members.
• Process Optimization: Implementation of fair, sustainable scheduling solutions that benefit both staff and clients.