Scheduling Coordinator

Job Title

Scheduling and Attendance Coordinator

Report To

Operations Manager

Summary

This role is responsible for maintaining work schedules, tracking time and attendance for all scheduled employees at a LTC facility, all unfilled shifts are covered to ensure smooth operations and quality of resident care at the facility. In addition, the role may provide administrative support for the Operations Manager and/or Clinical Leadership.

Qualifications

• Post-secondary diploma/certificate in office or business administration, or equivalent work experience managing employee time and attendance, including schedule forecasting
• Experience in long term care or general healthcare industry an asset
• Strong data analytics with high attention to detail; critical thinker
• Ability to work in a fast-paced environment with changing priorities, exceptional time management skills and to perform well under pressure with tight deadlines
• Pro-active and solutions focused individual with ability to foresee issues and correct them before they turn into large issues
• Demonstrates strong communication and interpersonal skills with internal and external stakeholders of the organization

• Technical knowledge and experience working with Workday, PointClickCare or cloud-based software preferred
• Demonstrates proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams)
• Knowledge of Occupational Health & Safety practices, principles, and legislation
• Working knowledge of HR, scheduling; interpretation and application of collective agreement provisions
• Knowledge and experience with office and computer equipment

Key Accountabilities

Responsibilities

Onboarding and Orientation

• Schedule orientation sessions for new employees

• Monitor/Track completion of onboarding and orientation sessions

Scheduling and Attendance

• Maintain, update, and actively assign all employee schedules
• Maintain and manage open shift management tool (Call Multiplier/Staff Stat) to fill vacant shifts
• Manage co-horting of staff assignments during periods of outbreak
• Address absence related employee matters: sick usage, stat holiday usage, vacation requests, LOA entries in appropriate management tools
• Manage all enquiries regarding pay discrepancies
• Validates and reconciles scheduled hours worked by employees through daily reports. Capture activities in time blocks accurately. Ensure actual time is reflected for payroll approvals and submissions. Submit validated hours to payroll (compare actuals with what was planned/scheduled, correct mistakes, run absenteeism reports, run rotation day notes etc.)
• Other projects as assigned

Other

• Communication with staff via email

Time Type:

Extendicare and affiliated organizations including our partner homes in Extendicare Assist, accommodate the needs of job applicants throughout its recruitment and selection processes upon request.