Scheduling & Administration Assistant (Transit)

3 months ago

Kitchener, Canada Region of Waterloo Full time

Scheduling & Administration Assistant (Transit)

**Job Number**:1765

**Job Type**: Full-Time
**Location**: 250 Strasburg Rd - Transit-Strasburg Road Ops
**Job Category**: Transportation
**Number of Positions**:2
**Department**: Schedulng & Pay (TRS)
**Division**: Transportation Services
**Hours of Work**: 35
**Union**: CUPE 1883
**Grade**: CUPE 1883 Grade 005
**Salary Range**: $28.21-$31.92**Posting Date**: October 3, 2024**About Us**

The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Home to over 674,000 residents and expected to grow to nearly one million by 2051. Guided by our 2023-2027 Strategic Plan, “Growing with Care,” we focus on equity, inclusion, and sustainability. Our mission is to provide essential services that enhance the quality of life for all residents, while our core values emphasize caring for people and the land we share. Join us and be part of a team dedicated to making a meaningful difference in our community.

Dish with One Spoon Wampum:
- Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:
- Recognizing our shared humanity and land
- Taking only what we need
- Leaving some for others
- Keeping the dish clean
- This agreement underpins our vision, mission, and core values, and reinforces our dedication to meaningful reconciliation and equity.

**The Role**
- Supports work coverage functions for Transit Services by filling open shifts, primarily for bus operators based on planned staff schedule changes. Applies schedule adjustments in transit database and ensures planned/unplanned schedule changes are accurately reflected within established timelines.

**Duties/Responsibilities**
- Receives next day time off requests for transit operations staff during Monday-Friday standard office hours (e.g., sick, vacation). Enters employee schedule changes in transit database. Calls out to arrange backfill, per collective agreement and set criteria, including offering overtime. Updates spare board according to current schedules and adjustments.
- Fills open shifts and processes time off requests and other shift changes, per management approval and/or collective agreement and established criteria.
- Applies approved schedule changes in transit database, including for training and other work-related activities or requirements within and outside regular schedules (e.g., union time off, return to work, chartered bus service, modified schedules). Confirms appropriate backfills are in place.
- Supports new bus operator scheduling and administration (e.g., updates employee status from trainee to operator, confirms classroom hours/schedule with external trainer, confirms backfills for operator trainers as part of in-service training portion).
- Maintains employee schedule information in transit database to ensure accuracy of time and attendance data before pays are processed. Reconciles scheduling changes in system with timesheets or other approval documents; makes corrections as needed; and closes out prior day within established timelines.
- Has daily contact with operations supervisors to exchange information, and for consultation and guidance. Responds to questions from Unifor 4304 staff (bus operators, dispatch) regarding practices/processes.
- Informs management of potential staffing shortages, conflicts, issues, and long/unexplained absences.
- Notifies payroll data team of scheduling changes requiring historical edits.
- Generates summary activity reports (e.g., daily part-time availability, weekly group sheets).
- Monitors scheduling inbox for time off requests and shift changes to plan and prioritize work.
- Organizes and plans work according to operational priorities/schedules, and deadlines/ timeframes established by management. Adapts solutions to ensure coverage requirements (e.g., offer overtime, split shifts). Inaccuracies are readily apparent based on incorrect pay. Refers complex problems, system issues, and conflicts to management.
- Performs related duties as assigned.

**Knowledge, Skills, and Abilities**
- Knowledge and skills are acquired through a grade 12 education plus 2 years of related experience in a high volume, fast-paced, unionized environment. An equivalent combination of education and experience will be considered.
- Knowledge of dispatch, shift, and schedule administration and practices.
- Knowledge/understanding of transit operations and practices, including routes, locations, and shifts.
- Knowledge of and ability to comply with policies, procedures, collective agreements, and related legislation (e.g., employment standards, privacy).
- Time management, organizational, attention to detail, and problem-solving skills to maintain shift coverage and database information.
- Communication and interpersonal skills to relay clear, accurate information to staff as part of callouts; exchange information with operations supervisors and other staff; and

  • Administrator, Attendance Management

    7 months ago

    Kitchener, Canada Region of Waterloo Full time

    **Our Story**: Committed to fostering opportunities for current and future generations, the Region of Waterloo is an inclusive, thriving and sustainable region of connected rural and urban communities with global reach. Our mission is to serve, engage and inspire, by delivering quality services to a diverse population of 630,000+, while creating a healthy,...

  • Scheduling & Administration Assistant (Transit)

    4 weeks ago

    Kitchener, Canada Region of Waterloo Full time

    Scheduling & Administration Assistant (Transit) **Job Number**:2041 **Job Type**: Temporary Full-Time **Temp Contract Length**: 15 months **Location**: 250 Strasburg Rd - Transit-Strasburg Road Ops **Job Category**: Transportation **Number of Positions**:1 **Department**: Schedulng & Pay (TRS) **Division**: Transportation Services **Hours of Work**:...

  • Administration Assistant

    3 months ago

    Kitchener, Canada Region of Waterloo Full time

    Administration Assistant (Transit Maintenance) **Job Number**:1828 **Job Type**: Full-Time **Location**: 85 Chandler Dr - Transit-Chandler Dr Mtce Fac **Job Category**: Transportation **Number of Positions**:1 **Department**: Passenger Facilities and Amenities **Division**: Transportation Services **Hours of Work**: 35 **Union**: CUPE 1883 **Grade**: CUPE...

  • Payroll Data and Administration Assistant

    3 months ago

    Kitchener, Canada Region of Waterloo Full time

    Payroll Data and Administration Assistant (Transit) **Job Number**:1808 **Job Type**: Full-Time **Location**: 250 Strasburg Rd - Transit-Strasburg Road Ops **Job Category**: Transportation **Number of Positions**:2 **Department**: Schedulng & Pay (TRS) **Division**: Transportation Services **Hours of Work**: 35 **Union**: CUPE 1883 **Grade**: CUPE 1883...

  • Transit Systems Administrator

    3 months ago

    Kitchener, Canada Region of Waterloo Full time

    Transit Systems Administrator **Job Number**:1810 **Job Type**: Full-Time **Temp Contract Length**: 18 months **Location**: 85 Chandler Dr - Transit-Chandler Dr Mtce Fac **Job Category**: Transportation **Number of Positions**:1 **Department**: Transit Project Management **Division**: Transportation Services **Hours of Work**: 35 **Union**: CUPE...

  • Transit Systems Administrator

    2 days ago

    Kitchener, Canada Region of Waterloo Full time

    Transit Systems Administrator **Job Number**:2120 **Job Type**: Temporary Full-Time **Temp Contract Length**: 24 months **Location**: 250 Strasburg Rd - Transit-Strasburg Road Ops **Job Category**: Transportation **Number of Positions**:1 **Department**: Transit Technology **Division**: Transportation Services **Hours of Work**: 35 **Union**: CUPE...

  • Assistant Manager, Transit Operations

    2 days ago

    Kitchener, Canada Region of Waterloo Full time

    Assistant Manager, Transit Operations **Job Number**:2135 **Job Type**: Full-Time **Location**: 250 Strasburg Rd - Transit-Strasburg Road Ops **Job Category**: Transportation **Number of Positions**:1 **Department**: Transit Operations Cambridge **Division**: Transportation Services **Hours of Work**: 37.5 **Union**: Management/Management...

  • Transit Systems Administrator

    3 days ago

    Kitchener, Canada Region of Waterloo Full time $39 - $45

    About Us! The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Home to over 674,000 residents and expected to grow to nearly one million by 2051. Guided by our 2023-2027 Strategic Plan, “Growing with Care,” we focus on equity, inclusion, and sustainability. Our mission is to...

  • Manager, Finance

    4 months ago

    Kitchener, Canada Region of Waterloo Full time

    Manager, Finance & Administration (Transit) **Job Number**:1636 **Job Type**: Full-Time **Location**: 250 Strasburg Rd - Transit-Strasburg Road Ops **Job Category**: Transportation **Number of Positions**:1 **Department**: Finance and Administrative Services (Transit Services) **Division**: Transportation Services **Hours of Work**: 35**Posting...

  • Customer Service Administrator

    3 months ago

    Kitchener, Canada Transit Petroleum Full time

    Transit Petroleum, along with its sister-companies, Hogg Fuel & Supply and Transit Lubricants Ltd., is an independently owned and operated distribution company headquartered in Kitchener, Ontario. Our collective companies have been active members of many communities in Ontario for over 145 years. Through our fleet of trucks based in Waterloo Region,...

  • Scheduling & Payroll Support Data Assistant

    7 months ago

    Kitchener, Canada Region of Waterloo Full time

    **Our Story**: Committed to fostering opportunities for current and future generations, the Region of Waterloo is an inclusive, thriving and sustainable region of connected rural and urban communities with global reach. Our mission is to serve, engage and inspire, by delivering quality services to a diverse population of 630,000+, while creating a healthy,...

  • Assistant Manager, Transit Passenger Amenities

    7 months ago

    Kitchener, Canada Region of Waterloo Full time

    **Job Req ID**:703**Department**:Passenger Facilities and AmenitiesAssistant Manager, Transit Passenger Amenities & Maintenance **Job Number**:703**Job Type**: Full-Time - **Location**: 85 Chandler Dr - Transit-Chandler Dr Mtce Fac - **Job Category**: Transportation - **Number of Positions**:1 - **Department**: Passenger Facilities and Amenities -...

  • Facility Attendant/general Labourer

    4 months ago

    Kitchener, Canada Transit Petroleum Full time

    Transit Petroleum, along with its sister-companies, Transit Lubricants and Hogg Fuel & Supply Limited, is an independently owned and operated distribution company, headquartered in Kitchener, Ontario. Our collective companies have been active members of many communities in Ontario for over 145 years, supplying gasoline, heating oil, diesel fuel, commercial...

  • Operations Supervisor

    3 months ago

    Kitchener, Canada Transit Petroleum Full time

    Transit Petroleum, along with its sister-companies, Hogg Fuel & Supply and Transit Lubricants Ltd., is an independently owned and operated distribution company headquartered in Kitchener, Ontario. Our collective companies have been active members of many communities in Ontario for over 145 years. Through our fleet of trucks based in Waterloo Region,...

  • Customer Service Agent

    7 months ago

    Kitchener, Canada Region of Waterloo Full time

    **Job Req ID**:895**Department**:Customer Service (Transit Services)Customer Service Agent (Transit) **Job Number**:895**Job Type**: Casual - **Location**: 105 King St E - GRT Customer Service Centre - **Job Category**: Transportation - **Number of Positions**:1 - **Department**: Customer Service (Transit Services) - **Division**: Transportation Services -...

  • Customer Service Agent

    3 months ago

    Kitchener, Canada Region of Waterloo Full time

    Customer Service Agent (Transit) **Job Number**:1760 **Job Type**: Casual **Location**: 105 King St E - GRT Customer Service Centre **Job Category**: Transportation **Number of Positions**:1 **Department**: Customer Service (Transit Services) **Division**: Transportation Services **Hours of Work**: up to 24 hrs/wk **Union**: CUPE 1883**Posting...

  • Program Manager, Light Rail Transit Operations

    4 weeks ago

    Kitchener, Canada Region of Waterloo Full time

    Program Manager, Light Rail Transit Operations **Job Number**:2042 **Job Type**: Temporary Full-Time **Temp Contract Length**: 12 months **Location**: 20 Weber St E - 20 Weber **Job Category**: Transportation **Number of Positions**:1 **Department**: Light Rail Transit Operations **Division**: Transportation Services **Hours of Work**: 35 **Union**:...

  • Transition Management Professional

    4 weeks ago

    Kitchener, Ontario, Canada Grand River Hospital Full time

    About Grand River HospitalGrand River Hospital is a dynamic organization committed to delivering exceptional patient care. Our vision is to build a new acute care campus in the community, fostering a collaborative environment where healthcare professionals can thrive.We are seeking an experienced Transition Management Professional to lead our transition...

  • Parts Manager

    7 months ago

    Kitchener, Canada Transit Trailer Limited Full time

    **BUSINESS TITLE**:Parts Manager **JOB TYPE**:Full Time **Location**: Kitchener **Position Overview**: Are you interested in a career as a **Parts Manager**? Join our trailblazing team at our Kitchener location, where we don't just sell trailers; we redefine the industry. We prioritize providing quality products, fairness, and delivering an exceptional...

  • Administrative Assistant

    2 months ago

    Kitchener, Canada Jake, Connor & Crew Full time

    **Job description** Celebrating our 30th year of business, Jake, Connor & Crew is the world's largest direct manufacturer of containers for the document protection industry. We require a permanent full-time Administrative Assistant to join our Administration Department. This role can be tailored for permanent part-time, contingent on meeting established...