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.
- 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 perks 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

📌 Scheduler (Victoria)
🏢 Abilities Community Services
📍 Victoria