Educational Services Coordinator

Find Meaning, Opportunity, and Growth Here: A career at Behavioral Health Allies (BHA) can open the door to a new chapter in your life — filled with meaning, opportunities, and growth. From our flexible scheduling options to our mission and values-based team culture, we offer positions with purpose.

Why Choose BHA?

· Employee-centric culture that prioritizes the well-being and development of its employees

· Comprehensive training and support

· Focus on collaboration and teamwork

· Commitment to growth and opportunities for advancement

· Competitive salary and benefits, including 2P Incentive Plan

· Meaningful service and advocacy work with regional leader in behavioral health

JOB TYPE

Full-Time and 100% In-Person

FULL-TIME BENEFITS

· Medical/Dental/Vision

· OnDemand Pay (get your pay when you need it)

· Health Savings Account (HSA)/Flexible Spending Account (FSA)

· Short/Long Term Disability

· 401K matching

· Additional $100 wellness benefit on top of your regular pay after 90 days!

· Referral bonus and more!

POSITION SUMMARY: The Educational Services Coordinator leads and manages the daily scheduling, staffing, and workforce coordination for both BHA Academy and Transportation Services. This role ensures efficient coverage, compliance with staffing ratios, and alignment with operational and budgetary requirements.

The Educational Services Coordinator serves as the communication hub between operations, education, and transportation teams, ensuring high-quality service delivery through real-time scheduling, effective use of PRN staff, tracking training and certifications, and monitoring labor utilization. The ideal candidate will have strong problem-solving skills, exceptional attention to detail, and the ability to thrive in a fast-paced, mission-driven environment.

QUALIFICATIONS:

Education & Experience:

• High school diploma or equivalent required; Associate’s or Bachelor’s degree in a related field preferred.
• A minimum of two years of experience in scheduling, workforce coordination or administrative roles, preferably in healthcare or behavioral health.

Skills & Competencies

• Strong interpersonal and communication skills.
• Proficiency in scheduling software and Microsoft Office Suite (Word, Excel, Outlook).
• Organizational and time management proficiency.
• Emotional resilience and professionalism in high-pressure situations.
• Proficiency in Microsoft Office and fleet tracking software.
• Valid driver’s license and clean driving record.

KEY RESPONSIBILITIES:

Scheduling & Staffing Operations

• Create and manage daily, weekly, and long-term schedules for BHA Academy and Transportation personnel, ensuring appropriate coverage based on student and route needs.
• Monitor and adjust schedules to maintain staff-to-student ratios and compliance with safety and program guidelines.
• Coordinate with managers and department heads to anticipate coverage needs for absences, vacations, or increased census.
• Utilize PRN and floating staff to fill gaps in coverage and minimize disruptions to service delivery.
• Manage the scheduling and coverage of transportation routes, including adjustments for weather, school calendar changes, and special events.

Attendance & Call-In Management

• Monitor the call-in line and respond to call-outs in real time by arranging appropriate coverage.
• Track employee attendance patterns and escalate concerns in accordance with the BHA point system and attendance policies.
• Proactively plan for upcoming known absences and approved PTO to ensure uninterrupted operations.

Training, Certifications & Compliance

• Maintain a live database of employee certifications, licenses, and mandatory trainings.
• Ensure employees are only scheduled to work with individuals and programs for which they are appropriately trained and cleared.
• Partner with HR and department leads and operations managers to track onboarding and annual training completion for all staff.

Workforce Systems & Data Management

• Input all new hires and employee information into the scheduling platform.
• Maintain accurate data on staff availability, assignments, and training status.
• Run reports and metrics related to staffing, attendance, overtime, and coverage to inform operational decisions.
• Identify scheduling trends and recommend process improvements to enhance efficiency and service quality.

Labor Oversight & Budget Awareness

• Monitor and manage overtime to remain within operational and budgetary limits.
• Collaborate with Finance and Operations to align staffing plans with census, billing, and labor budget targets.

Communication & Collaboration

• Serve as a point of contact between the Transportation and Academy departments for workforce and scheduling matters.
• Participate in cross-department planning meetings to assess and respond to changing service demands.
• Communicate scheduling expectations and updates to employees with clarity and professionalism.

Other Duties

• Perform other duties and special projects to support various organizational initiatives as assigned.
• Responsible, either directly or indirectly, for filing all expense reports according to company policy.
• Directly or indirectly responsible for completing time reports on or before the defined due date.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

PHYSICAL DEMANDS:

General note: When moving residents or other heavy items, please make sure to ask for assistance if the task you are trying to complete requires more than one person. For a full definition of any terms used below, please consult with your HR team.

Seldom (1–5%): Balancing, crawling, pinching.

Occasionally (6-33%): Climbing, stooping, kneeling, crouching, pushing, pulling, lifting, grasping, repetitive motion. Medium to heavy work: Exerting 50-100+ lbs. occasionally, and/or in excess of 50 lbs. of force frequently to lift, carry, push, pull, or otherwise move objects, including the human body.

Frequently (34-66%): Reaching, standing, walking, talking. Sedentary to light work: Exerting 10-20 lbs. of force occasionally and/or negligible amount of force frequently or consistently to lift, carry, push, pull, or otherwise move objects, including the human body.

Continuously (67-100%): Hearing and visual acuity required for the position (including close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus

Machines, Tool and Equipment:

Seldom (1 –5%): Cooking tools

Occasionally (6-33%): Computer, cleaning tools, shower, calculator, copier, and fax.

Frequently (34-66%): Writing instrument, tablet or computer.

WORKING CONDITIONS: This position is performed primarily indoors in the School or outdoors on School grounds. Occasionally in the community to provide recreation and skill acquisition opportunities for students with possible daily exposure to the elements.

As the students have varying levels of social and behavioral skills, they may act out emotionally or physically (yelling, biting, scratching, hugging, kissing, hitting etc.). Employees must be able to successfully adapt to these behaviors and act appropriately in return, using PCM techniques as needed.

While performing the duties of this job, the employee sometimes works near moving mechanical parts and is occasionally exposed to the risk of electric shock (cooking, cleaning, assistance in activities of daily living, etc.). The employee is also occasionally required to function in narrow aisles or passageways. The noise level in the work environment is usually moderate but may be high in the midst of a student’s crisis.

ACCESS TO PHI: The Paraprofessional may have access to Protected Health Information (PHI) as needed to execute behavior plans, perform medication regimen duties (L1MA certified staff only), knowledge of applicable health history.

EQUAL EMPLOYMENT: Equal Opportunity is and shall be provided for all employees and applicants for employment based on their demonstrated ability and competence without unlawful discrimination based on their race, color, national origin, ancestry, religion, sex, pregnancy, sexual orientation, gender identity, gender expression, age, disability, protected veteran status, or any other status protected by applicable state or federal law. This policy shall not be interpreted so as to violate the legal rights of religious organizations or the recruiting rights of military organizations associated with the Armed Forces or the Department of Homeland Security of the United States of America.

ADA STATEMENT: To perform this job successfully, an individual must be able to satisfactorily perform each essential job duty. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform essential job functions.

ACCOUNTABILITY/IMPACT (Degree of answerability for actions, consequences of errors in judgment, and legal liabilities): Errors in judgment or mistakes could cost the organization loss of revenue, loss of clients, and/or negatively impact KCBHH’s reputation.

BHA CORE TRANSPORTATION VALUES

1. Safety Through Structure

We ensure the physical and emotional safety of every passenger by maintaining predictable routines, well-maintained vehicles, and calm, consistent operations. We understand that a structured transportation experience builds trust and supports emotional regulation.

2. Compassion in Motion

Every route we drive represents a connection to care, education, and opportunity. We treat passengers with empathy, patience, and respect—recognizing that behind every pickup and drop-off is a story. Our drivers are not just transporting individuals; they are extending BHA’s mission in every mile.

3. Reliability That Builds Trust

We do what we say we will do—showing up on time, following through on commitments, and taking responsibility for every journey. Consistency is key to trust, especially for the individuals and families we serve.

4. Excellence in Every Detail

From vehicle maintenance to cleanliness, from documentation to communication—we pursue operational excellence at every level. Our work behind the scenes ensures that our services are efficient, dependable, and reflective of the highest standards of care.

5. Innovation That Drives Us Forward

We seek new tools, technologies, and practices to enhance safety, efficiency, and passenger experience. Whether implementing real-time GPS tracking or refining routes for better outcomes, we are committed to continuous improvement.

6. Teamwork Fuels the Journey

Our transportation team operates with mutual respect, shared goals, and open communication. We support each other, collaborate with departments, and take pride in being a vital link between programs and people.

7. Advocacy on the Road

We represent BHA with every trip—advocating for the dignity, inclusion, and needs of those we serve. We ensure that our passengers feel seen, supported, and safe.

TRAINING AND DEVELOPMENT

1. Required company trainings.
2. Trainings deemed necessary by supervisor.

Starting Pay: Our compensation is competitive within the market. The starting rate for this position begins at $22.50 per hour, with your final offer based on a combination of your education, relevant experience, and overall qualifications.