Staffing Coordinator, Centralized Staffing Office

IWK Health is a respected academic health sciences centre located in Halifax, Nova Scotia, providing tertiary and primary care for two million children, youth, adults, and families each year across the Atlantic region. We have a team of approximately 4,000 employees, physicians, volunteers, and learners at sites across Nova Scotia. People build careers with IWK Health with our focus on training and mentorship opportunities. We recognize each other’s talent and celebrate our successes. We collaborate in modern facilities or virtually from home, align our work to our values, and enjoy access to enhanced benefits and wellness programs. We are proud to support our patients, families, and communities and are grateful for the generous donor support we receive. Promoting an anti‑racist environment and calling out discrimination as we work and provide care is important to us. We are located in Mi’kma’ki, the unceded and ancestral territory of the Mi’kmaq people. Working in Mi’kma’ki and providing care to those across Atlantic Canada is a shared privilege with the original inhabitants who have lived here for many thousands of years prior to colonization. There are 13 First Nation communities across Nova Scotia, and more than 50 historic African Nova Scotian communities that also have a long, deep, and complex history dating back over 400 years. We have the highest percentage of people with disabilities in the country. Nova Scotia has the highest proportion of transgender and non‑binary people of any other province or territory in the country. We are active in our work to eliminate discrimination, but we have more work to do to build that trust, acknowledge our biases, and reduce the barriers our diverse communities face. We want IWK Health to be a safe and supportive space of equity and belonging in the care we provide and the employment we offer. We welcome all interested persons who self‑identify as Indigenous, Black/African Nova Scotians, Persons of Colour, Immigrants/Newcomers, Persons with Disabilities, and 2SLGBTQIA+ to apply to support our goal for our workforce to be representative of the patients, families, and communities that we care for at all job levels. Opportunity The Centralized Staffing Office (CSO) provides support to the three clinical programs (Mental Health & Addictions, Women’s & Newborn Health, Children’s Health) and Pathology and Lab Medicine. Reporting to the Manager of Centralized Staffing, the Staffing Coordinator will provide administrative coordination, scheduling, payroll and staffing support ensuring staffing levels and skills mix will meet the demands of the clinical service and ensure staff compensation is appropriate. The Staffing Coordinator uses IWK Health information systems to optimize the efficiency of scheduling, staffing and payroll functions. Key Responsibilities Scheduling/Staffing Duties: Ensures schedules are created and posted in accordance with the relative Collective Agreements; maintains employee data in Kronos Workforce ESP application suite on positions and skills; prepares master rotations and one‑time schedules maintaining a proper mix of classifications; prepares duty lists as needed and monitors utilization of benefit banks; monitors utilization of casual staff, etc.; books on and books off shifts according to required criteria; fills relief assignments according to the collective agreement and accepted practices; informs Manager of staffing challenges and time available in employee entitlement banks. Payroll Duties: Ensures compensation is paid in accordance with the collective agreement; works collaboratively with Payroll Department; enters adjustments to the schedule, premiums in the time cards and ensures benefit hours taken are earned/accrued; reviews the time cards; ensures payroll and time entries are accurately reported with appropriate documentation. Hours of Work: Monday to Friday, 35 hours/week. Rotational shifts between the hours of 07:30‑18:00. Required Qualifications Minimum High School Diploma or GED required. Graduate of a recognized office administration program required. Minimum of two (2) years of related experience required; in a health care setting preferred. Previous experience in payroll entry preferred; SAP an asset. Previous experience working with Kronos Workforce ESP application suite preferred. Familiarity with collective agreements preferred. Demonstrated accurate keyboarding and data entry skills required. Testing will be conducted on short‑listed candidates and results will be factored into the candidate’s overall suitability for this position. Demonstrated ability to create and use spreadsheet applications (Excel) and other Microsoft Office software required. Strong analytical skills required to quickly assess situations. Aptitude to make decisions using sound judgment. Excellent organizational skills and attention to detail required. Demonstrated strong interpersonal communication and collaboration skills required. Flexibility to meet workload demands required. Working knowledge of medical/laboratory terminology an asset. Competencies in other languages considered an asset. Thank you for your interest in IWK Health. Please note that we only contact applicants selected for interview/testing. If we invite you to participate in an assessment process (such as an interview or testing), you have the right to request accommodation. Please discuss your needs when invited to the assessment process. This is an Admin Professionals bargaining unit position. Preference is given to bargaining unit employees for unionized positions. Successful applicants changing unions, bargaining units, or employment status are advised to seek clarification regarding their seniority, benefits, and vacation entitlement and/or usage, prior to accepting the position. An offer of employment is conditional upon the completion and satisfactory results of all applicable background checks and confirmation of credentials. If you are an employee of IWK Health, please apply through the internal careers page to ensure you are flagged as an internal applicant. #J-18808-Ljbffr