Job Title: Administrative Assistant/Scheduler - Part Time
Location: Glendale, CASchedule: 9:45 AM – 6:45 PM (Monday, Wednesday & Friday)Hourly Rate: $20–$24 per hour, depending on experience & education
Pyles & Associates is dedicated to delivering the highest standard of evidence-based clinical care to enhance independence, improve quality of life, and support children with autism and other intellectual disabilities in overcoming challenges alongside their families. We are seeking a motivated and organized Administrative Assistant/Scheduler to join our ABA clinic team, where we provide hands-on clinical services to children with autism and other developmental disabilities. The ideal candidate will have strong organizational skills, keen attention to detail, and a genuine passion for supporting our team in delivering exceptional care. By joining Pyles & Associates, you’ll play a key role in a meaningful mission supporting children and their families, gain experience in both administrative and clinical functions, collaborate within a supportive team environment, and make a direct, positive impact on the lives of the children we serve.
Key Responsibilities:
- Coordinate and maintain client and clinician schedules to ensure consistent service delivery
- Schedule initial intakes, ongoing therapy sessions, make-ups, cancellations, and reschedules
- Answer emails and respond to inquiries from families, providers, and staff in a timely and professional manner
- Serve as a primary point of contact for clients and families via phone, email, and other communication platforms
- Communicate scheduling updates and changes promptly with families, clinicians, and supervisors
- Maintain and update client files, ensuring accurate, complete, and confidential documentation
- Assist with data entry and maintenance of client progress records and service tracking systems
- Support payroll processes by collecting, reviewing, and submitting accurate timesheets on time
- Provide administrative support to the clinical team by preparing therapy materials, printing documents, and creating assessment packets and client folders
- Assist with general office operations, including managing office supplies and maintaining a clean, organized work environment
- Support clinic opening and closing procedures, including securing the office as needed
- Assist with administrative tasks such as filing, office projects, staff communications and announcements, mailing documents, and authorization-related tracking
- Collaborate with administrative teams to resolve scheduling, documentation, or data discrepancies
- Provide general administrative and operational support to clinical leadership and management
Job Requirements:
- Previous experience in scheduling or administrative support, preferably in ABA or healthcare
- Experience managing complex provider and client schedules
- Proficiency with practice management or scheduling systems
- Strong computer skills and data entry accuracy
- Excellent verbal and written communication skills
- Ability to multitask, stay organized, and work independently
- Professionalism and strong customer service skills
- Ability to handle confidential information in compliance with HIPAA
What We Offer
- Competitive wages and comprehensive benefits, including medical, dental, and vision insurance, life and disability coverage, and a 401(k) with employer matching after 6 months
- Paid training and professional development, including internship opportunities for BCaBA and BCBA mentorship and supervision hours to support career growth and certification goals
- Retention and performance-based bonuses
- Paid drive time and mileage reimbursement
- Paid vacation, personal, and sick time
- Flexible scheduling to support work-life balance
- Professional liability insurance
- Supportive supervision within a united, collaborative team
- Innovative, growing, and dynamic organization with a strong, positive company culture
Physical Requirements:
- Must be able to occasionally lift and/or move up to 25–50 pounds (ex: therapy materials, assisting clients as needed etc.)
- Ability to sit, stand, walk, bend, reach, or kneel frequently throughout the workday to engage with clients at their level.
- Visual and auditory ability to observe client behavior, monitor safety, and respond promptly to needs.
- Mobility to work in a clinical environment, including navigating between rooms and supporting clients in structured activities.
- Ability to work in a fast-paced setting and maintain energy and focus during extended interaction with clients - be able to remain physically active/engaged for the duration of therapy sessions
- Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.
Job Type: Part-time
Pay: $20.00 - $24.00 per hour
Expected hours: 27 per week
Work Location: In person
