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Scheduling Coordinator

2 months ago

Mississauga ON, Canada Arrow Workforce Solutions Full time

Tenure - Full -Time, 3 months contract (with possibility of extension)

Title - Scheduling Coordinator

Pay Rate - $22 - $25/hr.

Location - Mississauga, ON

Workplace Type - Onsite

Hours - Monday -Friday 8am - 4pm ( with flexibility on Weekends )

Responsibilities:

  • Facilitating the completion of team member schedules across all departments by managing availability, crafting master schedules, coordinating time off requests with managers, scheduling team members returning from leaves of absence, and utilizing a call-in process for replacements during sick/emergency absences.
  • Daily verification and assignment of shifts, managing team member calls, documenting reasons for absences or declined shifts, and addressing concerns in collaboration with management.
  • Reviewing requests for paid time off (PTO), vacations, and other leaves of absence, assessing staffing levels to support approvals, and advising department managers accordingly.
  • Ensuring all vacancies are filled and posted for recruitment, and keeping managers informed of vacancy statuses.
  • Coordinating orientation for new team members, ensuring completion of onboarding documentation prior to scheduling.
  • Verifying daily clock-ins/outs of scheduled team members and ensuring accuracy of timesheets.
  • Seeking department manager approval for overtime and schedule changes.
  • Explaining any timesheet exceptions to managers and providing guidance to team members on clocking in/out and interpreting schedules.
  • Providing support and clarification on master schedules to both managers and team members.
  • Maintaining a professional and courteous demeanor at all times, resolving scheduling conflicts with mutual respect.
  • Preparing all scheduling-related communications professionally.
  • Cultivating positive relationships with all team members and managers.
  • Assisting receptionist and Business Manager with clerical tasks to maintain operational efficiency.
  • Performing other assigned duties.

Qualifications:

  • College/university diploma/degree in Health Administration or equivalent.
  • Preferred post-secondary education in Office Administration.
  • Minimum 2 years of experience in scheduling, payroll, or office administration.
  • Prior experience in LTC or healthcare preferred.
  • Proficiency in MS Office (Outlook, Word, Excel, PowerPoint, MS Teams/Zoom) and familiarity with EHR/PCC systems.
  • Knowledge of HRMS programs and electronic scheduling.
  • Ability to comprehend scheduling terminology.
  • Strong leadership and communication abilities.
  • Advanced understanding of LTCHA, Ont Reg 79/10, & Collective Agreements.
  • Proficiency in a second language is advantageous.
  • Possession of strong motivational, team-building, and time management skills.