Program Coordinator

2 weeks ago

Surrey, British Columbia, Canada Fraser Health Full time
Job Summary: We are seeking a highly organized and detail-oriented Program Coordinator to join our team at Fraser Health. As a key member of the staffing department, you will be responsible for coordinating staffing activities, preparing schedules, and ensuring seamless day-to-day operations.

About the Role

We estimate the salary for this role to be around $65,000 - $85,000 per year, depending on experience and qualifications.

Key Responsibilities

Our ideal candidate will possess excellent communication and problem-solving skills, with the ability to multitask and work effectively in a fast-paced environment. Key responsibilities include:
  • Preparing and posting staff rotations and schedules for units by reviewing master rotations/flow sheets and transferring information from master rotations;
  • Adjusting schedules to account for leaves of absences, vacancies, terminations, and vacation, as well as adjusting hours according to applicable collective agreements;
  • Identifying staff shortages and notifying units and/or Supervisor, Staffing Services;
  • Making arrangements for relief staffing by receiving notification from staff and/or Staffing Services, recording calls, and making necessary calculations to determine availability of existing staff according to established procedures;
  • Contacting relief staff and forwarding information to the Program Manager and Staffing Supervisor;
  • Responding to inquiries related to staffing issues and referring complex problems to the Staffing Supervisor, as required for resolution;
  • Allocating and calling in relief staff to fill vacancies resulting from unfilled positions such as shift changes, vacation, leaves of absence, and sick leaves by utilizing a computerized staff scheduling system;
  • Processing requests in accordance with applicable collective agreements, preparing revised relief staff schedules, and forwarding to the Program Manager and Staffing Supervisor;
  • Preparing vacation charts for the program(s) and performing related duties such as gathering information related to staff vacation time;
  • Processing requests such as vacation, leave of absence, termination, maternity, and parental leave by preparing documentation, making necessary calculations, and forwarding to Program Manager for approval in accordance with unit procedures;
  • Entering approved vacation time into the computerized staff scheduling system, notifying staff of approved vacation time, and requesting further information from employees when vacation time is denied;
  • Identifying vacation and statutory days that must be used by year-end and notifying staff and the Program Manager, as required;
  • Maintaining timekeeping records for the program(s) staff utilizing a computerized payroll system and submitting information to Payroll;
  • Liaising with Payroll regarding inquiries and making payroll adjustments, as required;
  • Responding to employee inquiries regarding the application of collective agreements such as vacation accumulation and pay policies;
  • Maintaining related records and documentation such as attendance records, paid leave forms, and relief staff availability;
  • Assisting the Program Manager and Business Support Assistant to complete forms ensuring position control tracking on documentation is correct, submitting to the Program Manager for approval, and forwarding information to Human Resources, as required;
  • Assisting the Program Manager and Business Support Assistant with the posting and recruitment process by preparing information on vacancies as notified, submitting information to the Program Manager for approval, and forwarding to Human Resources;
  • Scheduling start dates, orientation, and training dates for new staff as directed by the Program Manager/Educator;
  • Typing technical and non-technical material such as correspondence, procedures, memorandums, reports, and minutes by utilizing various computer software applications and transcribing from dictation and/or draft;
  • Arranging meetings and appointments as directed by Staffing Manager by booking interviews, seminars, staff meetings, and meeting rooms; contacting appropriate personnel as needed;
  • Performing receptionist duties such as receiving visitors, answering/directing incoming calls for program staff, taking messages, answering routine inquiries, and providing information of a general nature;
  • Setting up and maintaining filing system(s) for materials such as correspondence, personnel records, equipment, and supply records by indexing binders, creating and labeling files, and filing material;
  • Maintaining office supplies by monitoring levels according to pre-determined levels, completing purchase requisitions, and forwarding to the Staffing Manager for approval;
  • Providing staffing-related information to departments by compiling statistics from a computerized staff scheduling system, submitting to Program Manager and Staffing Services Supervisor for review, and forwarding to appropriate departments as requested.

Qualifications

The successful candidate will have a Grade 12 education and four years' recent related experience or an equivalent combination of education, training, and experience. They will also possess the following skills and abilities:
  • Ability to type at 40 wpm;
  • Ability to communicate effectively both verbally and in writing;
  • Ability to deal with others effectively;
  • Physical ability to carry out the duties of the position;
  • Ability to organize work;
  • Ability to operate related equipment.

Why Join Us?

We offer a dynamic and supportive work environment, with opportunities for professional growth and development. If you are a motivated and detail-oriented individual who is passionate about delivering exceptional patient care, we encourage you to apply.

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