Client Care Coordinator & Scheduler – Pediatric Therapy Clinic

About POP Therapies

Founded by two BCBAs, POP Therapies offers a fresh approach to ABA therapy emphasizing heart, balance, transparency, and respect. We specialize in early interventions delivered through clinic, home, and school services, fostering a culture where support is proactive, systems are deliberately organized, and team culture is valued alongside clinical success.

Role Overview

As a Scheduler at POP Therapies, you will play a vital role in ensuring clinicians, children, and families remain connected through effective organization and management of schedules. Your work supports quality therapy by alleviating logistical burdens. Spanish language skills are highly preferred.

Working Hours & Environment

This is a full-time, on-site position based in Irvine, CA, with working hours Monday to Friday from 9:45 AM to 6:15 PM. The role maintains a structured system environment without micromanagement, supports a collaborative team, and ends early enough to protect evenings. Additionally, the team enjoys monthly company-wide clinical training and development days when sessions are canceled.

Key Responsibilities

• Oversee scheduling for therapists and clients across various settings: clinic, home, and school.
• Handle cancellations, schedule adjustments, coverage, and communicate updates effectively with families and staff.
• Maintain accurate schedules and records within CentralReach software.
• Manage waitlists and match clients with suitable therapists.
• Coordinate scheduling for RBT supervisions and track authorization hours and utilization.
• Optimize therapist routes and schedules to minimize driving time and ensure consistent working hours.
• Provide support for coverage when staff are absent or schedules change.
• Assist with onboarding scheduling for new clients and new staff.
• Contribute to clinic operations by performing small tasks as needed.
• Create and share engaging content on social media that highlights POP moments and celebrations.

Ideal Candidate Profile

• Available to work Monday through Friday, 9:45 AM to 6:15 PM, in person.
• Proficient in Spanish, highly preferred.
• Strong organizational skills with close attention to detail.
• Comfortable communicating and coordinating with families and internal teams.
• Adept at multitasking and resolving complex scheduling issues.
• Familiarity with CentralReach and general scheduling software and spreadsheet tools.
• Experience or comfort using social media platforms.
• Positive mindset, solution-driven, and oriented towards teamwork.

Benefits

• 401(k) retirement plan.
• Health insurance coverage.
• Paid time off to support work-life balance.

Mission & Culture

POP Therapies champions unique progress for each child and team member, promoting individuality, inclusion, and growth through science, compassion, and creativity. We are dedicated to building people, not just programs.

Additional Information

Schedule details: Monday–Friday, 9:45 AM to 6:15 PM, onsite in Irvine, CA. Sessions conclude by 6 PM to preserve evening time. Monthly company-wide clinical training days involve session cancellations to foster team development.