CSP Scheduler

Job Purpose

The Program Scheduler plays a key role in ensuing the effective coordination of staffing resources to support safe, consistent and participant-centered service delivery. Working collaboratively with the Program Lead, Case Managers and Community Mental Health Workers (CMHW), the position is responsible for developing and maintaining reliable staff schedules that balance participant needs, continuity of support, staff availability and program requirements.

The program scheduler contributes to the smooth functioning of the program through effective planning, timely communication, sound judgment and collaborative problem-solving, while ensuring compliance with organizational policies, workplace safety requirements and confidentiality standards.

Duties and Responsibilities

Schedule Development and Coordination

• Develop, verify and maintain the two-week CMHW schedule, accounting for shifts, participant appointments, medication delivery, programming, meetings, training and other essential duties.

• Reconcile staff availability, approved absences, skills, continuity of support, workload and program requirements; identify and resolve gaps, overlaps and competing priorities before schedules are finalized.

• Coordinate scheduling inputs and follow up on outstanding information, working with the Program Lead and Case Managers to clarify assignments and obtain required approval before timely distribution.

• Keep schedules current, document adjustments and communicate changes promptly to affected staff and relevant team members.

Participant-Centred Coverage and Safety

• Plan coverage around participant needs and commitments, including mental health and substance use health considerations, housing stability, safety and continuity of relationships and services.

• Apply organizational procedures, applicable labour standards, approved leave, staffing requirements, rest periods and occupational health and safety considerations to scheduling decisions.

• Recognize when competing requests cannot be safely or appropriately accommodated and escalate unresolved coverage, policy or safety concerns to the Program Lead or Program Manager.

Responsive Scheduling and Collaboration

• Respond to unexpected absences, emergencies, appointment changes and emerging program needs by reassessing priorities, coordinating practical alternatives and minimizing service disruption.

• Maintain an informed understanding of CSP operations, CMHW duties and the effects of scheduling decisions on participant well-being, staff workload and safe service delivery.

• Communicate clearly and respectfully, seek input as needed and support collaborative resolution of scheduling concerns while respecting established decision-making authority.

Scheduling Records, Systems and Confidentiality

• Utilize organizational systems and digital tools to develop and maintain accurate schedules, track scheduling information, manage deadlines, and coordinate communications.

• Maintain organized, up-to-date records and handle employee availability, leave and participant information with discretion, in accordance with privacy and confidentiality requirements.

• Identify recurring scheduling challenges and suggest practical improvements to scheduling tools, workflows and information sharing.

Qualifications

• Post-secondary education in office administration, business administration, health services administration or a related field, or an equivalent combination of education and relevant experience.

• Experience in staff scheduling, workforce coordination or administrative support involving multiple priorities, changing requirements and firm deadlines.

• Experience in community-based mental health, housing, health or other human services settings is an asset.

• Proficiency in digital tools and recordkeeping, with the ability to learn and effectively use organizational scheduling and information systems.

• Strong organizational skills, attention to detail and ability to reconcile complex information, anticipate conflicts, prioritize and deliver accurate work under pressure.

• Sound judgment in applying policies, scheduling rules and operational guidance, with an understanding of staffing coverage, workplace safety and continuity of participant support.

• Demonstrated discretion and understanding of confidentiality and privacy obligations concerning staff and participant information.

• Effective communication, interpersonal and collaborative problem-solving skills, with flexibility, patience and professionalism when responding to change.

• Enhanced Reliability Status clearance with Public Services and Procurement Canada (PSPC) required and Criminal Record Check with Vulnerable Sector Screening required.

The Details

This is a full-time contract position until November 30, 2029. The hourly rate for this position is $27.27 - $29.49. Stella's Circle offers health and dental, long term disability insurance, life insurance, matching RRSP plan, birthday leave, sick leave, personal leave and three weeks vacation.

Please send your cover letter and resume by November 18th, 2026.

Stella’s Circle is an equal opportunity employer. We are committed to building a team that reflects the community we serve, and to creating a workplace where everyone can participate fully and is treated with respect and dignity.

We encourage applications from Indigenous Peoples, Black people and people of colour, 2SLGBTQIA+ people, people with disabilities, people living with mental health challenges, and anyone who faces systemic barriers. We also value lived experience of the challenges our participants navigate, and welcome applicants who bring it.