Scheduler

This is a fully remote position, open to applicants in Canada.

📋 Description

• Oversee the weekly member schedule and master roster for Mud Club.

• Manage both temporary and permanent scheduling modifications.

• Facilitate reschedules, pauses, returns, cancellations, and group modifications.

• Assess group availability, schedules, capacity, and member data.

• Ensure accuracy in member placements and recurring schedules.

• Track upcoming changes and execute them punctually.

• Identify conflicts, gaps, incomplete data, and scheduling inaccuracies.

• Maintain comprehensive notes regarding scheduling status.

• Evaluate requests and implement Mud Club’s rescheduling guidelines and decision-making criteria.

• Execute multi-step workflows and monitor dependencies.

• Differentiate between standard requests and exceptions, escalating as necessary.

• Pose targeted questions when essential information is absent.

• Assist in recognizing recurrent scenarios that necessitate clearer rules or process enhancements.

• Confirm changes with families and inform relevant OTs or OTAs.

• Revise rosters, member records, scheduling systems, notes, and status fields.

• Revert temporary changes at the appropriate time and fully finalize requests.

• Prepare and disseminate weekly scheduling and operations updates via Microsoft Teams.

• Communicate schedule alterations, reminders, transitions, and operational updates.

• Monitor Teams discussions and follow up on unresolved queries or incomplete tasks.

• Appropriately route clinical, billing, or leadership inquiries.

• Coordinate communication among families, OTs, OTAs, Administration, Billing, and operational personnel.

• Offer suggestions to enhance scheduling workflows, documentation, decision-making rules, and communication practices.

⛳️ Requirements

• Experience in scheduling, rostering, dispatch, logistics, operations, coordination, or another detail-oriented position.

• Proficient in solving problems involving multiple conditions and constraints.

• Capable of thinking in sequences, dependencies, and if–then scenarios.

• Able to adhere to detailed guidelines and escalate exceptions when needed.

• High level of accuracy and attention to detail.

• Competent in managing a significant volume of active requests.

• Possess clear, concise, and actionable written communication skills.

• Exhibit warm and clear communication with families.

• Maintain composure during multiple concurrent scheduling issues.

• Ability to clarify why certain options are available or not.

• Reliable in follow-through and capable of closing process loops.

• Skilled in distinguishing authorized decisions from those that require escalation.

• Quick to learn new software and operational systems.

• Able to work independently while keeping the broader team informed.

• Comfortable using Microsoft Teams, Microsoft 365 calendars, scheduling platforms, spreadsheets, roster tools, CRM or member-management systems, Jane or similar practice-management software, and shared workflow systems.

• Familiarity with Minecraft, VR, gaming culture, or youth digital platforms is beneficial but not mandatory.

• Experience in managing recurring group schedules, cancellations, reschedules, pauses, waitlists, multiple staff schedules, Microsoft Teams, recurring staff updates, families/clients/customers, service-based environments, written policies or guidelines, or remote work is preferred but not essential.

🏝️ Benefits

• Comprehensive benefits package.

• Fully remote work opportunity within Canada.

• Structured training in Mud Club’s scheduling systems and rescheduling guidelines.

• Collaborative clinical and operations team environment.

• Meaningful work that directly impacts families’ experiences.

• Opportunities to contribute to improved scheduling and communication processes as Mud Club expands.