Scheduler – Onboarding Coordinator

📋 Description

• Conduct initial inquiry calls with families (training and script provided)

• Collect essential information to ensure appropriate group placement

• Guide families through the initial steps of our onboarding process

• Organize and communicate scheduling for welcome calls with the OTA

• Oversee weekly scheduling, including rescheduling, pauses, and cancellations

• Keep our master roster and member placement lists current and accurate

• Coordinate attendance updates with the Billing Administrator

• Inform families about any schedule alterations

• Maintain organized and updated records of gamertags, usernames, and platform information

• Facilitate smooth daily operations among therapy, admin, and tech teams

• Act as a friendly point of contact for parents during the onboarding phase

• Collaborate closely with the OTA Team, Admin and Billing Specialist, and Group Program OT

• Identify process gaps and contribute to continuous improvements

⛳️ Requirements

• Background in scheduling, customer service, operations, administration, or coordination

• Exceptional communication skills — warm, clear, and confident

• Comfortable engaging with families and steering conversations

• Proficient in technology (Microsoft Teams, spreadsheets, calendars, Minecraft, VR)

• Strong organizational skills and ability to manage multiple tasks

• Remain calm under pressure and adapt as necessary

• Collaborative attitude — enjoys working with a supportive team

• Interest in gaming culture or neurodiversity is a plus (not mandatory!)

• Experience in education, CYCP, healthcare administration, or community programming (preferred but not mandatory)

• Familiarity with Minecraft, Meta Quest, or youth digital platforms (preferred but not mandatory)

• Prior experience supporting neurodivergent children or families (preferred but not mandatory)

• Remote work experience in a dynamic environment (preferred but not mandatory)

🏝️ Benefits

• Fully remote, engaging, and fast-paced work environment

• Supportive interdisciplinary team

• Mission-driven atmosphere where children thrive through play

• Opportunities for growth in operations, leadership, and systems

• Competitive salary with benefits

• Meaningful work that truly makes a difference