Scheduling Coordinator, Staffing Office

3 weeks ago

Markham, Canada Markham Stouffville Hospital Corporation Full time

**Land Acknowledgement**:
Oak Valley Health honours the traditional territory of the closest Indigenous communities, the Chippewas (chi-puh-waas) of Georgina Island and the Mississaugas of Scugog Island. The Haudenosaunee (Ho-de-no-shau-nee) and Anishinaabe (Ah-nish-in-ah-beh) have lived, worked and existed on this land from time immemorial. This land is covered by Treaty 13 signed with the Mississaugas of the Credit, and the Williams Treaty signed with many Mississauga and Chippewa bands.

**Who you are**:
You encompass Oak Valley Health's core values and live the words of Respect, Trust, Commitment, Compassion and Courage
You are a patient and/or client centered individual who performs at an exemplary standard
You are a team player with excellent communication, critical thinking and prioritization skills

**What we are looking for**:
The Schedule Coordinator will work under the direction of the Staffing Office Supervisor and in collaboration with the other Schedule Coordinators, managers, shift managers and Clinical Leaders to ensure safe staffing levels within departments. The Schedule Coordinator is accountable for demonstrating competent scheduling and timekeeping skill and is responsible for all scheduling and timekeeping duties within their assigned portfolio.

Specific Accountabilities

The Schedule Coordinator will be responsible to work collaboratively with the other Schedule Coordinators, Shift Manager, Managers and Clinical Leaders to support and create appropriate schedules for all units/departments, master rotations and self scheduling, that are within HR policies and Collective agreement language as appropriate.
To prepare and distribute unit specific staffing schedules, post vacation planners and fill sick calls while adhering to the specific collective agreement language.
To create, develop, and maintain master rotations, as required.
Support the Self Scheduling process
To preserve copies of original posted schedules.
Maintain staffing schedules on a daily basis for accuracy, ensuring unit specific staffing quotas are complete.
Work independently to plan and create special schedules (prime time summer and holiday schedules)
Documentation of all changes at time of occurrence in the electronic scheduling system.
To schedule replacement staff according to established collective agreements language and processes. Replace vacant shifts from sick or absent calls and other such as workload increases, or unfilled positions.
To prioritize redeployment of staff between departments when required.
To review daily staffing levels in relation to unit activity level on units ( i.e. low unit census or surge). And prioritize redeployment of staff to support acuity and fiscal responsibility
To monitor and reconcile timecards in Softworks system (sick, vacation, leaves of absences, overtime, etc.) in an accurate and timely manner in time for manager approval.
To initiate investigations into odd punches in Softworks (example double or missed punches.)
To work together with staff, and managers to resolve any issues related to staffing or timekeeping errors or omissions.
Completing project work and policy work as required.
Participating on committees as required.
Promotes and supports MSH strategic and operational objectives.
Rotation through scheduling portfolios and days, evenings and/or weekends as required.
Collaborating with other team members to complete all staffing, scheduling and timekeeping duties.
Other duties as assigned

**What you bring to the role**:
**Education**:
Post-Secondary Diploma in Administration, Business, Finance, Human Resources. (or equivalent experience in scheduling and staffing ideally.)

**Experience**:
Recent experience with an electronic scheduling program.
Recent experience in Staffing/Scheduling
Previous Experience in a Hospital Setting
Recent timekeeping experience
Previous experience working with collective agreements, preferably CUPE, ONA and OPSEU

**Competencies**:
Ability to work with limited supervision
Excellent customer service skills, telephone etiquette, and display of core values
Understanding of Collective Agreements and scheduling rules in a hospital environment preferred
Proficiency with Microsoft Office (Word and Excel)
Proven organizational and problem-solving skills
Strong interpersonal and communication skills
Ability to work independently and as a team member
Proven ability to prioritize duties and meet goals
Proven ability to manage multiple demands and stressful situations

**Other**:
Committed to continuous education and learning
Crucial conversation or conflict resolution training an asset
Demonstrated good attendance and performance records with the ability to maintain these same standards
Demonstrates a commitment to a healthy and safe workplace for self and others (staff, patients, families, etc.) by taking all reasonable precautions and working in compliance with hospital related policies, health and safety legislation and best practices and complet

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