Scheduler

Admin & Operations

Full-Time | Fully Remote within Canada | $60,000 CAD | Benefits Included

Some people see a schedule. You see a system.

A member needs to temporarily change groups. Another is returning from a pause. A family has limited availability. One group has space, another is nearly full, and every update needs to reach the right people and systems.

You look at those moving parts and think:

There is a logical way through this.

Mud Club is a fully virtual, game-based pediatric occupational therapy program for neurodivergent kids and teens ages 7–18. We use Minecraft, VR, and creative digital play to support social connection, confidence, and meaningful participation.

As Mud Club grows, we are looking for a highly organized Scheduler to keep our member schedule accurate, responsive, and running smoothly.

This is a focused scheduling role—not an intake, onboarding, or clinical position.

About the Role

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, and established rules for how different requests should be handled.

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

That means applying clear if–then reasoning:

• identify what kind of request has been made;
• check the relevant dates, availability, group details, and constraints;
• determine which pathway in the rubric applies;
• complete each required scheduling and communication step;
• recognize when a request falls outside the standard pathway;
• escalate exceptions rather than improvising.

The right person will enjoy the combination of logic, precision, communication, and real-time problem-solving.

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 make sure they are completed on time
• Catch conflicts, gaps, incomplete information, and scheduling errors before they affect families or staff
• Maintain clear notes so the current scheduling status is easy to understand

Apply the Rescheduling Rubric

• Review each rescheduling request carefully
• Apply Mud Club’s decision rules consistently
• Follow the correct workflow based on the 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

A scheduling change is not complete when a new time has been selected.

You will also help ensure that:

• the family has received clear confirmation;
• the appropriate OT or OTA has been notified;
• the roster and member record are accurate;
• relevant scheduling systems have been updated;
• temporary changes are reversed at the correct time;
• notes and status fields reflect what actually happened;
• every request is fully closed rather than left partially complete.

Microsoft Teams Communication

• Prepare and publish weekly scheduling and operations posts in designated Microsoft Teams channels
• Communicate regularly with OTs, OTAs, Administration, Billing, and other team members through Teams
• Share schedule changes, reminders, upcoming transitions, and relevant operational updates
• Monitor scheduling-related conversations and follow up on unanswered questions or incomplete actions
• Route questions to the appropriate person when clinical, billing, or leadership input is required
• Keep Teams communication concise, accurate, timely, and consistent with the official scheduling record
• Help maintain a clear communication rhythm so staff know what has changed and what action is required

This responsibility involves coordinating information and communication in Teams. It does not imply ownership of Mud Club’s broader Microsoft 365 or IT administration.

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
• Make sure everyone affected by a change receives the information they need
• Preserve a positive family experience while working within established 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 across the team

What We’re Looking For

You may be a strong fit if you:

• have experience in scheduling, rostering, dispatch, logistics, operations, coordination, or another detail-intensive role;
• enjoy solving problems with multiple conditions and constraints;
• naturally think in sequences, dependencies, and if–then logic;
• can follow a detailed rubric without becoming rigid when a situation requires escalation;
• are highly accurate and notice when information does not line up;
• can 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 arrive at once;
• are comfortable explaining why an option is or is not available;
• reliably close loops and finish every part of a process;
• can distinguish between a decision you are authorized to make and one that needs to be escalated;
• learn new software and operational systems quickly;
• work independently while keeping the wider team informed.

The Kind of Brain That May Enjoy This Role

You may genuinely enjoy this work if you like:

• logic puzzles;
• calendars and recurring schedules;
• organizing complex information;
• finding conflicts before other people notice them;
• creating order from changing conditions;
• making sure every detail is reflected in every relevant place;
• turning complex changes into simple, useful team communication;
• improving systems so the same problem is easier to solve next time.

You should be able to move between two modes:

Precise: following the approved process carefully.

Responsive: adapting when real life changes, without losing consistency or making unsupported exceptions.

Technology and Systems

You should be comfortable working across digital systems throughout the day.

Experience with tools such as the following is useful:

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

You should be confident posting updates, communicating in channels and chats, following conversations, and keeping operational communication organized in Microsoft Teams.

You do not need to be a technical specialist, but you should be comfortable learning how information moves between connected systems.

Familiarity with Minecraft, VR, gaming culture, or youth digital platforms is helpful because it provides context for Mud Club’s programs, but it is not a requirement for this role.

Preferred, but Not Required

• Experience managing recurring group schedules
• Experience processing cancellations, reschedules, pauses, or waitlists
• Experience coordinating schedules across multiple staff members or service teams
• Experience using Microsoft Teams as a regular workplace communication platform
• Experience preparing recurring staff updates, reminders, or operational posts
• Experience working with families, clients, or customers
• Experience in healthcare administration, education, recreation, community services, or another service-based environment
• Experience using written policies, decision trees, rubrics, or eligibility rules
• Experience working remotely

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 Scheduler works within approved scheduling and placement information, applies the rescheduling rubric, presents available options, completes operational steps, and escalates decisions that fall outside their authority.

The role is also separate from intake and onboarding. Its focus is maintaining and coordinating the schedule once members are moving through Mud Club’s services.

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.