Scheduling and Operations Coordinator

3 weeks ago

Markham, Canada Sienna Senior Living Full time

We are Sienna Senior Living, a publicly traded company (TSX:SIA) and one of Canada’s leading owners and operators of seniors’ residences. We offer care, support, services and housing in Retirement and Long Term Care to seniors/residents and their families. And we truly believe it is a privilege to serve Canada’s seniors, ensuring they live fulfilling lives with the utmost comfort, dignity and respect.

At Sienna, we empower our 12,000 team members to help our residents live the life they desire and deserve. We provide our team members the tools and support to deliver excellent clinical care and elevate the resident experience through choice, personalization, and community engagement.

**What Sienna Offers**: We are a purpose driven organization. We aspire to cultivate an environment and culture where team members feel valued, heard and empowered to do meaningful work. And we offer a number of programs and benefits that support team members’ financial, personal and professional needs:

- A competitive salary
- Continuous learning and growth so you have the skillset needed to succeed and take on new challenges
- A welcoming culture that values diversity and differing perspectives, experiences and beliefs
- **Hybrid Work Model** - 3x a week work from Markham Head Office, 2x a week work from home

**What You’ll Be Doing**: The **Scheduling & Operations Analyst** will strengthen Sienna’s quality, productivity, efficiency, and client services related to scheduling, staffing deployments and HRIS operations. This position will be a part of a team that will provide exceptional service to a group of communities and have the ability to work from home in a hybrid model. This role will play an integral role in supporting the operations of each Community by ensuring schedules are created on time, maintained in real time in the Scheduling system (ComVida), and providing the necessary information to the Community to make decisions regarding staffing, and flagging any situations that may have financial implications.

**Key Accountabilities**:

- Lead and coordinate all components of scheduling, call-outs, payroll submissions, Core functions within the designated
- Ensure that team member schedules are accurate by completing master schedules, maintaining daily adjustments, exceptions, coding, and availability to ensure proper staffing levels are maintained and accurate pay for team
- Responsible for taking all absences calls and daily communication with the department manager for absences and update the time sheet
- Ensure that payroll daily edits are completed and submitted to payroll on time by the payroll deadline Liaise with on-site leadership to coordinate timely close of payroll.
- Monitor the time clocks punches for late, early, missed punches etc. and makes adjustment within the scheduling and payroll system.
- Use the call-out system to find replacements for absent Communicate as appropriate with site leadership to ensure awareness to any vacant shifts that are not able to be filled.
- Ensure on a daily basis that time off requests submitted by team members are validated, appropriately updated on the time sheet, aligned to the collective agreement and approved by the respective
- Responsible for completing daily edits, reconciling payroll based on schedules vs actual punches, and following up with managers as appropriate to resolve any discrepancies.
- Prepare data for daily staffing meetings, and weekly/bi-weekly business reviews. Attend meetings and lead discussions on current staffing levels, opportunities and challenges. Provide analysis and support to on-site leadership regarding current schedules, master schedules, and recommendations on hiring.
- Utilize standard reports and audits for accurate scheduling and
- Collaborate with the Labour Relations team regarding questions about collective agreements and policies and provides a response to team
- Ensure that scheduling system is up to date with the current schedules, and confirmed to align to site budget. Work with Scheduling Manager/Executive Directors as appropriate to ensure the Scheduling system is being used as the one source of truth, and all information is updated in real time.
- Performs other duties as required

**Education and Experience Required**:

- Bachelor’s degree and/or Diploma or Certificate or relevant
- Must have a minimum of 1-3 years scheduling, time & attendance and pay
- Experience with understanding collective
- Proficiency with MS Office, Outlook, Word and
- Must demonstrate experience in working as part of an interdisciplinary
- Understanding of pay-related employment legislation would be an asset
- Experience in a healthcare environment would be an asset
- _Sienna Senior Living is committed to employment equity, diversity, and inclusion in the workplace. In accordance with provincial regulations, upon request, support will be provided for accommodations throughout the recruitment, selection, and assessment process._
- Sienna Senior

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