Scheduling Specialist

Job description

Job Title: Scheduling Specialist (Remote – Philippines Based) Reports to: Director of Operations Location: Remote (Philippines) Employment Type: Full-Time Salary: $6-$8 per hour Shift: 6:00 AM – 2:00 PM U.S. Eastern Time - 6:00 PM – 2:00 AM Philippines Time during U.S. Daylight Saving Time - 7:00 PM – 3:00 AM Philippines Time during U.S. Standard Time Position Overview We're seeking a proactive and detail-oriented Scheduler to join our team and support the day-to-day creation, maintenance, and adjustment of therapy schedules across ANNA’s clinics. In this role, you will be responsible for building accurate daily and weekly schedules, responding to real‑time changes, and ensuring consistent client coverage while supporting fair staff utilization and operational guidelines. The Scheduler plays a critical role in coordinating schedules across multiple systems, collaborating closely with Clinical Directors and clinical team members, and ensuring schedules reflect staff availability, client needs, and clinic priorities. Success in this role requires strong attention to detail, sound judgment in fast‑changing situations, and clear, professional communication This is a fully remote position based in the Philippines. The role requires full-time availability during U.S. Eastern Time hours. Key Responsibilities Schedule Development & Management - Create, maintain, and finalize daily and weekly clinic schedules to ensure full client coverage and appropriate staff utilization. - Build schedules using Excel and Lumary, ensuring accuracy and alignment across all systems. - Post finalized schedules within established deadlines and communicate updates promptly to clinic teams. - Anchor scheduling decisions to staff availability, client needs, and clinic operational requirements in collaboration with the Clinical Director. - Schedule observations with new BT trainees during orientation weeks. Respond to Changes - Monitor the texting dashboard in Lumary for scheduling-related messages and respond accordingly. - Respond promptly to client cancellations, late arrivals, no-shows and staff callouts by notifying team members and making necessary schedule adjustments. - Identify and implement same-day or next-day coverage solutions to minimize service disruptions Staff Optimization & Fair Workload Distribution - Balance hours across BTs, with particular attention to hourly staff equity. - Schedule staff primarily within their designated pods, ensuring cross‑pod coverage only by qualified and approved staff. - Ensure compliance with required meal breaks and session duration standards. Non-Billable Time Oversight - Schedule and track non‑billable time (NBT) in alignment with weekly and daily allocation guidelines. - Ensure NBT is used appropriately for approved activities (e.g., supervision, pod meetings, cleaning, observations) and approved by the Clinical Directors when necessary. - Adjust schedules strategically to maximize billable time and minimize unnecessary non‑billable hours. Cross-Functional Collaboration - Partner closely with Clinical Directors and clinical team members to align schedules with clinical priorities. - Participate in weekly scheduling reviews and planning meetings to prepare the upcoming week’s schedule. - Incorporate team and client updates shared by clinical staff into schedules in a timely and consistent manner. Qualifications - Prior experience in scheduling, staffing coordination, or healthcare operations (especially ABA or allied health) preferred - Strong English communication skills, both written and verbal - Exceptional attention to detail and ability to manage shifting priorities quickly - Proficient with scheduling software, spreadsheets (Google Sheets/Excel), and time zone coordination - Comfortable working independently and during work hours noted above. - Reliable internet connection and quiet work environment Why Join ANNA? - Help shape the future of autism care for children and families - Be part of a mission-driven, supportive, and growth-oriented team - Work remotely with a flexible, international operations team - Competitive compensation with growth potential ANNA is an equal opportunity employer. We're committed to creating a diverse, inclusive, and supportive workplace. All qualified applicants receive consideration for employment without regard to race, color, national origin, age, disability, religion, sex (including pregnancy, sexual orientation, and gender identity), or any other characteristic protected by law. If you're passionate about our mission but don't meet every qualification listed, we still encourage you to apply. Your unique perspective might be exactly what we need."