Scheduler

Scheduler & Administrative Assistant

Full-Time, Exempt (Salaried) | Remote-Eligible

Term Position: Maternity Leave Coverage — until April 2027, with the potential to extend

About the Role

Abilities Community Services (ACS) is seeking a detail-oriented and organized Scheduler & Administrative Assistant to join our team. In this role, you will be the operational backbone of our staffing process — maintaining accurate schedules across multiple sites, coordinating vacation coverage, and supporting our Program Director and leadership team with day-to-day administrative needs.

This is a remote-eligible position requiring consistent availability during agreed working hours and reliable follow-through to ensure service continuity across ACS programs.

Key Responsibilities

Maintain and update each site's staffing schedule using When I Work.
Monitor, track, and coordinate vacation schedules across programs.
Review and verify individual staff schedules to ensure accuracy and alignment with payroll requirements.
Collaborate consistently with Program Managers and Leadership Team members to confirm staffing coverage and service continuity.
Track time and tasks to support accountability, transparency, and timely completion of work.
Provide administrative and operational support to the Program Director, including coordination, document support, meeting support, and related duties as assigned.
Handle all communications and sensitive information with professionalism, discretion, and confidentiality.
Qualifications & Skills

Experience with staff scheduling and coordination in a multi-site or multi-program environment.
Proficiency with scheduling software (When I Work preferred) and strong general computer skills (email, calendars, documents, spreadsheets).
High attention to detail and ability to verify schedules against payroll and operational requirements.
Strong organizational and time-management skills with the ability to manage competing priorities.
Clear, professional communication skills and ability to collaborate with managers and leadership.
Demonstrated ability to handle confidential and sensitive information with discretion.
Reliable remote-work practices, including self-direction, task tracking, and responsiveness.
Secondary school diploma required; post-secondary coursework in business administration, healthcare administration, or a related field is an asset.
Work Arrangements

This is a full-time role. The position is remote-eligible and requires consistent availability during agreed working hours, timely communication with managers, and reliable follow-through to support scheduling accuracy and operational continuity. Occasional in-person or virtual collaboration may be required.

Reports to: HR Manager and Program Director

Compensation & Benefits

Annual salary: $79,040 ($38.00/hr equivalent)
Salaried (exempt) classification
Comprehensive benefits package
Participation in the Municipal Pension Plan (MPP)
Pay: $79,040.00 per year

Benefits:

Casual dress
Employee assistance program
Extended health care
Paid time off
Work Location: Remote