Virtual Assistant

Cultural Autism Learning & Motivation (CALM). As our organization continues to grow across Maryland and New York, we are looking for reliable and detail-oriented support in both HR and administrative operations. Below is an overview of the responsibilities and needs for this position so you can better understand the scope of the role.

HR Responsibilities

Onboarding & Compliance

    •    Assist with onboarding new Behavior Technicians, RBTs, and support staff.

    •    Ensure all employees complete their I-9, W-4, background checks, TB tests, CPR/First Aid, and mandatory training before starting cases.

    •    Track expiring credentials and alert staff ahead of deadlines.

    •    Maintain digital personnel files and ensure all documentation complies with state Medicaid, BACB, and agency requirements.

Scheduling & Staff Coordination

    •    Support scheduling for technicians across cases and ensure accurate weekly coverage.

    •    Assist in pairing technicians with new clients during intake.

    •    Follow up with staff regarding attendance concerns, missed sessions, or performance issues.

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Administrative Responsibilities

Case Management Support

    •    Monitor incoming ABA referrals, ensure all required documentation is collected, and coordinate with families as needed.

    •    Confirm authorizations for each client and maintain accurate records (MD ePREP, Carelon/Optum, NY ePACES, etc.).

    •    Update trackers for session notes, supervision logs, and parent training compliance.

Communication & Organization

    •    Serve as a point of contact for staff questions related to scheduling, payroll, documentation, or general support.

    •    Assist in organizing meetings, sending reminders, and maintaining staff communication via Slack.

    •    Help respond to parent inquiries and route messages appropriately.

Payroll & Timekeeping Support

    •    Verify accurate employee clock-in/clock-out times through Homebase.

    •    Ensure session locations and hours match scheduled services to prevent billing errors.

    •    Send weekly timesheet summaries for review before payroll submission.

Client Intake & Support

    •    Assist with new client onboarding, including:

    •    Intake forms

    •    Insurance verification

    •    Uploading documentation to our systems

    •    Support families by providing appointment reminders and answering basic administrative questions.

Qualities Needed

We are seeking someone who is:

    •    Highly organized and detail-oriented

    •    Professional and reliable

    •    Comfortable with deadlines

    •    Able to communicate clearly with staff and families

    •    Tech-savvy (Google Workspace, Slack, Homebase, Ensora, etc.)

    •    Able to work independently with minimal supervision