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.
