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Program Coordinator

1 month ago

Surrey, British Columbia, Canada Fraser Health Full time
Job Summary

We are seeking a highly organized and detail-oriented Program Clerk to join our team at Fraser Health.

Key Responsibilities
  • Prepare and post staff rotations and schedules for units by reviewing master rotations/flow sheets and transferring and extending information from master rotations.
  • Adjust schedules to account for leaves of absences, vacancies, terminations, and vacation, and adjust hours according to applicable collective agreements.
  • Identify staff shortages and notify units and/or Supervisor, Staffing Services.
  • Make arrangements for relief staffing by receiving notification from staff and/or Staffing Services, recording calls, and making any necessary calculations to determine availability of existing staff according to established procedures.
  • Allocate and call 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.
  • Process requests in accordance with applicable collective agreements, prepare revised relief staff schedules, and forward to the Program Manager and Staffing Supervisor.
  • Prepare vacation charts for the program(s) and perform related duties such as gathering information related to staff vacation time.
  • Maintain timekeeping records for the program(s) staff utilizing a computerized payroll system and submit information to Payroll.
  • Liaise with Payroll regarding inquiries and make payroll adjustments as required.
  • Respond to employee inquiries regarding the application of collective agreements such as vacation accumulation and pay policies.
  • Maintain related records and documentation such as attendance records, paid leave forms, and relief staff availability.
  • Assist the Program Manager and Business Support Assistant to complete forms ensuring position control tracking on documentation is correct, submit to the Program Manager for approval, and forward information to Human Resources as required.
  • Assist 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.
  • Receive postings and applications from Human Resources, submit to the Program Manager for review, schedule start dates, orientation, and training dates for new staff as directed by the Program Manager/Educator.
  • Type 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.
  • Arrange meetings and appointments as directed by Staffing Manager by booking interviews, seminars, staff meetings, and meeting rooms, and contact appropriate personnel as needed.
  • Perform 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.
  • Set up and maintain filing system(s) for materials such as correspondence, personnel records, equipment, and supply records by indexing binders, creating and labeling files, and filing material.
  • Maintain office supplies by monitoring levels according to pre-determined levels, completing purchase requisitions, and forwarding to the Staffing Manager for approval.
  • Provide 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

We require a Grade 12 and four years' recent related experience or an equivalent combination of education, training, and experience. The ideal candidate will have the ability to type at 40 wpm, communicate effectively both verbally and in writing, deal with others effectively, and possess physical ability to carry out the duties of the position.