Hours of Work: Monday to Friday 8:30 to 4:30 (Full time)

Primary Location: This roll works on site in at 4324 Villa Drive in Williamsburg Ontario from Monday to Friday

Since 1983, J.W. MacIntosh Community Support Services has helped seniors and adults with physical disabilities live safely, comfortably, and with dignity in the South Dundas community. Through supportive housing and a wide range of community programs, the organization is dedicated to helping people remain independent while staying connected to the community they know and love.

Job Overview The Program Scheduler is responsible for coordinating daily service schedules across all programs (7 Personal Support Worker Programs, Homemaking, volunteers/paid drivers for transportation), ensuring accurate and timely assignments of staff and resources. This includes managing schedules for multiple programs simultaneously, often on short notice, while balancing staffing requirements, client needs, and operational priorities. The incumbent confirms schedules each day with both clients, volunteers and staff, communicates updates or changes promptly, and helps maintain smooth program operations through clear, consistent coordination and documentation.

The Program

Scheduler proactively responds to last-minute scheduling requests, staffing adjustments, and service changes to ensure continuity of care and efficient program delivery.

Key Responsibilities

- Schedule client requests from intake to termination, with accurate and complete documentation, including ongoing changes, updates, and issues.
- Coordinate and manage daily schedules across multiple programs, including short-notice and last-minute service requests, schedule changes, cancellations, and staffing adjustments to ensure continuity of service.
- Assign workers and volunteers to support effective client continuity of care, client preferences, and effective staff deployment, and confirm assignments with clients, workers, family members (where applicable), and volunteers.
- Maintain regular communication and follow-up with clients, family members, workers, and volunteers to confirm schedules, address concerns, provide updates, and ensure service needs are being met.
- Resolve day-to-day operational problems, including the early identification of emergent issues and monitoring of ongoing concerns, with escalation to supervisors as appropriate.
- Enter all relevant client, worker, and volunteer information, including service hours, adjustments, scheduling changes,



and service notes into the client information management system.
- Produce schedules and reports on a regular basis, and upon request of the Supervisor.
- Communicate scheduling updates, service changes, and operational information promptly and effectively to all affected parties.
- Participate in the assigned rotation of On-Call duties for evenings, nights, weekends, and statutory holidays.
- Collect, review, and verify timesheets for accuracy and completeness.
- Ensure reported hours are consistent with schedules and system records.
- Enter approved hours worked, training hours, leave, overtime, and related payroll information.
- Follow up with employees regarding missing or inaccurate information.
- Calculate and maintain staff and volunteer mileage records.
- Update staffing calendars based on approved vacation, leave, and other staffing information.

Client & Staff Support:

- Respond professionally to calls and inquiries from clients, families, and staff regarding scheduling, cancellations, substitutions, and service concerns.
- Follow up on service issues, including missed or interrupted visits and situations requiring communication with family members or emergency contacts.
- Escalate concerns to the appropriate supervisor when required.
- Support onboarding and training scheduling for new employees.
- Communicate regularly with staff to promote collaboration, service continuity, and operational efficiency.

Other:

- Supports organization’s annual fundraising efforts;
- Participate in occasional activities outside regular business hours when required.
- Perform additional duties as assigned.

Qualifications:

- Post-secondary education in health services, office administration, office management, or a related field.
- 1–3 years of related experience in scheduling, office administration, client service, or a similar environment.
- Experience coordinating schedules for staff, volunteers, and clients in a multi-program environment.
- Experience supporting, timekeeping, mileage tracking, or related administrative processes.




- Experience in a client-focused environment is an asset.
- Experience working with volunteers is an asset.

Relevant Skills and Abilities:

- Excellent customer service skills with effective verbal and written communication skills
- Ability to promote collaboration with colleagues at all levels of the organization
- Ability to prioritize and adapt work tasks to reflect changes, innovative in problem solving and troubleshooting (excellent organizational skills with multi-tasking abilities);
- Ability to cope with stressful situations;
- Strong computer skills with experience on CIMS or other scheduling software
- Experience working with volunteers an asset;
- Demonstrated commitment to client safety
- Willingness to learn new software programs as needed;
- Ability to work independently or as part of a team with minimal supervision;
- Ability to maintain a high level of confidentiality;
- Valid Driver’s license and use of a reliable vehicle

Working Conditions:

- Office-based in Williamsburg, Ontario
- Occasional attendance at evening meetings or tenant events may be required.
- Must maintain strict confidentiality, sound judgment, and professionalism in handling sensitive information.

Additional Information:

- A satisfactory criminal reference check will be required prior to employment.
- Accommodations are available upon request throughout the hiring process, in accordance with the Accessibility for Ontarians with Disabilities Act (AODA).
- J.W. MacIntosh is an equal opportunity employer and welcomes applicants from all backgrounds and communities.

Employee Benefits: J.W. MacIntosh offers a competitive benefits package including HOOPP pension from day one, sick leave accrual, health and dental coverage, life and AD&D; insurance and an employee assistance program (EAP).

How to Apply:

Applicants should send a resume and cover letter outlining how they meet the specific requirements of the position to: [email protected] or drop off to J.W. MacIntosh Community Support Services to the attention of Michele Morgan at 4324 Villa Drive, Williamsburg by Friday, September 11, 2026 before 4:00 p.m.

Pay: $24.62-$29.74 per hour

Expected hours: 37.5 per week

Benefits

- Company events
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care

Application question(s):
- Do you live within commuting distance of Williamsburg Ontario?

Work Location: In person

📌 Program Scheduler (Williamsburg)
🏢 J.W. MacIntosh Community Support Services
📍 Williamsburg