Supply Coverage Scheduler/HR Assistant

HSC Corporation; Hamilton; Hybrid; CAD 42,000 - 62,000; Full time

Job summary

HSC Corporation is seeking a Supply Coverage Scheduler/HR Assistant in Hamilton, Ontario. The role coordinates daily teacher absence coverage, ensuring qualified supply teachers have materials, safety guidance and instructions to perform assignments.

The position requires a College Diploma in HR or Office Administration, strong organizational and communication skills, and experience with scheduling systems. Hybrid work is available, with partial on-campus engagement.

Qualifications

• College Diploma in Human Resources, Office Administration, or related field or equivalent experience.
• Strong organizational skills and ability to respond calmly to urgent changes.
• Clear, professional communication and sound judgment when matching teachers to assignments.
• Accuracy in scheduling, recordkeeping and follow-through.
• Discretion when handling confidential staff and student information.
• Proficiency with scheduling systems, email and spreadsheets.

Responsibilities

• Monitor planned and same-day staff absences and arrange coverage promptly, prioritizing assignments needed for the start of the school day.
• Select supply teachers from the approved, pre-vetted list, matching qualifications and suitability to school, grade level and subject.
• Confirm each assignment, including arrival time, location, teaching schedule and duties.
• Communicate coverage arrangements and changes to school leaders, teachers and administrative staff.
• Escalate unfilled assignments or concerns about coverage to the appropriate school leader.
• Coordinate with absent teachers and school leaders to ensure lesson plans and resources are prepared before the supply teacher begins.
• Ensure supply teachers have clear information about classroom routines, safety information and student needs.
• Maintain accurate records of absences, assignments, hours worked and coverage changes for payroll and reporting.
• Keep the supply list and availability current, refer vetting concerns to HR.

Skills

Scheduling

Organization

Communication

Discretion

Recordkeeping

Problem solving

Education

College Diploma in Human Resources

Office Administration

Tools

Scheduling systems

Email

Spreadsheets

Job description

Salary Range: $41,596.00 To $62,393.00 Annually

(please note the salary will be prorated as it is a 10 month position)

Vacancy

Supply Coverage Scheduler/HR Assistant

Reports to: Director of Human Resources & Operations Hours of Work: 6:30 a.m. to 3:00 p.m., Monday to Thursday; half-day Fridays to account for work required on Sundays Work Arrangement: Hybrid, with a minimum of two days per week on campus

Position Summary

The Supply Coverage Scheduler coordinates daily teacher absence coverage, ensuring classes and assigned supervision duties are covered by qualified, appropriate individuals from the College's pre-vetted supply list. The Scheduler ensures supply teachers have the course materials, practical information and safety guidance they need to carry out their assignments successfully.

Key Responsibilities

Monitor planned and same-day staff absences and arrange coverage promptly, prioritizing assignments needed for the start of the school day.

Select supply teachers from the approved, pre-vetted list, matching their qualifications, experience and suitability to the school, grade level and subject.

Confirm each assignment, including arrival time, location, teaching schedule, supervision duties and school contact.

Communicate coverage arrangements and changes to the relevant school leaders, teachers and administrative staff.

Escalate unfilled assignments or concerns about suitable coverage promptly to the appropriate school leader.

Coordinate with absent teachers and school leaders to ensure lesson plans, course materials, attendance instructions and required resources are prepared and available before the supply teacher begins.

Ensure each supply teacher receives clear information about classroom routines, behaviour expectations, available support and relevant student needs, sharing confidential information only as necessary for the assignment.

Ensure supply teachers receive and understand essential safety information, including fire evacuation, lockdown procedures, health and safety expectations, first-aid contacts and incident reporting.

Confirm arrival and readiness, help resolve access or material issues, and serve as a point of contact throughout the day.

Maintain accurate records of absences, assignments, hours worked and coverage changes to support payroll and reporting.

Keep the supply list and availability information current, referring vetting or eligibility concerns to Human Resources before making assignments.

Maintain supply teacher files to ensure references, CRC/VSS and resumes are appropriately managed.

Gather feedback from school leaders and supply teachers to improve assignment suitability and preparation.

Qualifications & Skills

College Diploma in Human Resources, Office Administration, or a related field, or an equivalent combination of education and relevant experience.

Strong organizational skills and the ability to respond calmly to urgent changes.

Clear, professional communication and sound judgment when matching teachers to assignments.

Accuracy in scheduling, recordkeeping and follow-through.

Discretion when handling confidential staff and student information.

Proficiency with scheduling systems, email and spreadsheets.

Experience in a school environment or staff scheduling role is an asset.

Our commitment to inclusion across gender, age, religion, identity and experience moves us forward and creates a sense of community at HSC that we are proud of, where everyone feels welcome and feels that they belong. We encourage applicants who may contribute to the further diversification of this community.

Pursuant to the Accessibility for Ontarians with Disabilities Act, if you require accommodations at any time throughout the application process, please contact Human Resources prior to the closing date so the appropriate arrangements can be made.

While we thank all applicants in advance for their interest, only those selected for interviews will be contacted.