Job details for:

Scheduling/Communications Planner

Location: On-site – Peel/Dufferin (Mississauga Office) or Halton or Kitchener
Permanent Full-time (30 hours/week)

Posted on: November 13, 2026   Closing: November 20, 2026, 4:30pm

Sunbeam Community & Developmental Services, with over 500 employees, is a large non-profit, multi-division, multi-site, organization that is committed to serving individuals living with complex developmental, intellectual, behavioural, and/or physical disabilities.

Developmental Services Ontario Central West Region, administered by Sunbeam Community and Developmental Services, is the contact point for adult developmental services in Dufferin, Halton, Peel, Waterloo, and Wellington.

Position overview
The Scheduling/Communications Planner is responsible for connecting with applicants and/or their support system to schedule the two required application interviews for all Assessors across DSO CWR. Responsible to work within processes and guidelines established, particularly regarding consent and communication with all parties involved.

Key Accountabilities/Activities
Information Provision

• Provide information to individuals and the public about how to apply for MCCSS funded adult developmental services and support via phone, and email.
• Formatting and drafting DSO CWR documents/letters used in daily correspondence for DSO.
• Providing information to other Agency contacts on upcoming appointments for their contacts.

Scheduling Process

• Maintenance of the excel “file tracker” system for the scheduling of 96-108 applications each month and ensuring quotas per Assessor are met with up-to-date notes on booking progress.
• Cross references Assessor availability via EMHWare with applicant availability and booking location considering travel times from one location to the next using Google Mapsand calculating logistics.
• Booking of mandatory Assessor Interviewer Reliability Qualification and Review (IRQR) meetings considering MCCSS back up requirements, site location and time logistics between meetings and MCCSS trainer requirements.
• Problem solves with Applicants, families, service providers, time and locations for meetings while adhering to MCCSS business requirements of respondents, applicants present and Assessor requirements.
• Work effectively within 3 databases daily in unison: DSCIS, EMHWare and File Tracker.
• Connecting with applicants’/support system to schedule two 3-hour meetings ensuring that MCCSS business standards regarding time frames are adhered to within 10-15 business days.
• Gather location specific information to enhance safety of Assessors – such as animals on site, accessibility, smoking etc. and clearly noting any safety flags known.
• Booking of meeting rooms/space across CWR as needed in DSO office locations and alternate community locations as required
• Booking interpreters across CWR as needed via 5 different regional Interpreter Service Agencies.
• Respond to “urgent response” booking requests and facilitate the scheduling of meetings in high-priority keeping all parties involved with up-to-date information/progress.
• Mail/email “prep” letter confirming dates, times and location of meetings as per MCCSS policies.
• Mail/email Section 3 questions prior to ADSS and explain to applicants/contacts to purpose of reviewing beforehand.
• Mail/email postponement letters for those applicants choosing not to proceed with application meetings or those we cannot connect with.
• Ensure communication notes are up to date and all documentation including postponement flags, and Prep or Postponement Letters have been uploaded into MCCSS Developmental Services Consolidated
• Information System (DSCIS) with applicable notes relating to the letter.

General

• As assigned, actively participates on internal and external committees and working groups, always representing the best interests of the organization and the individuals that we support.
• Facilitate data collection when necessary and provide data to DSO Supervisor or Director requesting data.
• Maintain program statistics for purposes of evaluation and research.
• Participate in meetings as required.
  Undertakes other assigned duties, as required.

Educational/Technical Competencies

• Completion of a post-secondary education in a related field.
• Experience serving individuals of all ages with a developmental disability, including those who have a dual diagnosis.
• Extensive experience in service provision with developmentally challenged individuals in a variety of community settings and programs.
• Proficiency in administrative and computer-based publishing support.
• Exceptional customer service skills.
• Excellent verbal/written communication skills.
• Ability to work independently; and as part of a multi-disciplinary team.
• Valid driver’s license and clean driving record.
• Certification in CPI-Prepare Training would be an asset.

What We Offer:

• Employee Assistance Program 100% covered by the employer
• Defined Contribution Registered Pension Plan
• Paid sick leave, Long Term Disability, and Group Life insurance
• Extended health and dental benefits
• Paid vacation
• 10 Public Holidays and 2 float days per year

This posting is to fill an existing vacancy. Please submit detailed resume and letter of interest no later than 4:30 pm November 20, 2026.