[Hiring] Scheduler @Mud Club Inc.

Role Description

The Scheduler owns the day-to-day coordination of Mud Club’s member schedule. You will manage schedule changes, reschedules, pauses, returns, cancellations, roster updates, and the communication required to keep families and staff aligned. You will also support the team’s weekly operating rhythm through regular communication and scheduled updates in Microsoft Teams.

But this role is not simply about moving appointments around. Mud Club’s schedule includes:

• Recurring groups
• Different time zones
• Limited group capacity
• Multiple staff members
• Temporary and permanent changes
• Established rules for handling different requests

You will learn Mud Club’s rescheduling rubric and use it to work through requests consistently.

What You’ll Do

• Scheduling and Roster Management
  • Maintain Mud Club’s weekly member schedule and master roster
  • Process temporary and permanent scheduling changes
  • Coordinate reschedules, pauses, returns, cancellations, and group changes
  • Review group availability, schedules, capacity, and member information
  • Keep member placements and recurring schedules accurate
  • Monitor upcoming changes and ensure timely completion
  • Catch conflicts, gaps, incomplete information, and scheduling errors
  • Maintain clear notes for easy understanding of scheduling status
• Apply the Rescheduling Rubric
  • Review each rescheduling request carefully
  • Apply Mud Club’s decision rules consistently
  • Follow the correct workflow based on request type and circumstances
  • Work through multi-step requests without losing track of dependencies
  • Distinguish standard requests from genuine exceptions
  • Ask focused questions when required information is missing
  • Escalate decisions that require clinical or leadership input
  • Help identify recurring situations that may require clearer rules or process improvements
• Complete the Full Scheduling Workflow
  • Ensure the family has received clear confirmation
  • Notify the appropriate OT or OTA
  • Ensure roster and member record accuracy
  • Update relevant scheduling systems
  • Reverse temporary changes at the correct time
  • Reflect actual events in notes and status fields
  • Fully close every request
• Microsoft Teams Communication
  • Prepare and publish weekly scheduling and operations posts
  • Communicate regularly with OTs, OTAs, Administration, Billing, and other team members
  • Share schedule changes, reminders, and relevant operational updates
  • Monitor scheduling-related conversations and follow up on unanswered questions
  • Route questions to the appropriate person when clinical, billing, or leadership input is required
  • Keep Teams communication concise, accurate, and timely
  • Maintain a clear communication rhythm
• Family and Team Communication
  • Communicate schedule options and confirmed changes clearly to families
  • Provide calm, accurate guidance when a preferred option is unavailable
  • Coordinate with OTs, OTAs, Administration, Billing, and other operational staff
  • Ensure everyone affected by a change receives necessary information
  • Preserve a positive family experience while adhering to scheduling rules
  • Communicate early when a request may be delayed or requires escalation
• Process Accuracy and Improvement
  • Notice patterns in scheduling requests and recurring sources of confusion
  • Identify steps that are unclear, duplicated, or vulnerable to error
  • Contribute practical suggestions for improving scheduling workflows
  • Help maintain clear scheduling documentation and decision rules
  • Support consistent use of scheduling systems and communication processes

Qualifications

• Experience in scheduling, rostering, dispatch, logistics, operations, coordination, or another detail-intensive role
• Enjoy solving problems with multiple conditions and constraints
• Think in sequences, dependencies, and if–then logic
• Follow a detailed rubric without becoming rigid when escalation is required
• Highly accurate and notice when information does not align
• Manage a high volume of active requests without losing track of details
• Write clear, concise, and actionable team updates
• Communicate warmly and clearly with families
• Remain calm when several scheduling problems arise
• Explain why an option is or is not available
• Reliably close loops and finish every part of a process
• Distinguish between decisions you are authorized to make and those that need escalation
• Learn new software and operational systems quickly
• Work independently while keeping the wider team informed

Technology and Systems

• Comfortable working across digital systems throughout the day
• Experience with tools such as Microsoft Teams and Microsoft 365
• Familiarity with calendars and scheduling platforms
• Experience with spreadsheets and roster tools
• Familiarity with CRM or member-management systems
• Experience with Jane or similar practice-management software
• Comfortable learning how information moves between connected systems
• Familiarity with Minecraft, VR, gaming culture, or youth digital platforms is helpful

What This Role Does Not Own

• The Scheduler does not independently make clinical placement decisions
• Clinical fit and therapeutic decisions remain with Mud Club’s clinical team
• The role is separate from intake and onboarding

Why Join Mud Club?

• Fully remote work within Canada
• Benefits included
• Structured training in Mud Club’s scheduling systems and rescheduling rubric
• A collaborative clinical and operations team
• Meaningful work with a direct effect on families’ experience
• A role where careful thinking, clear communication, and strong follow-through are genuinely valued
• Opportunities to contribute to better scheduling and communication processes as Mud Club grows

Compensation

• CAD $60,000 per year
• Full-time, salaried
• Fully remote within Canada
• Benefits included

How to Apply

Complete the application form and questionnaire.