Scheduling Coordinator

**Job Summary**
We are seeking a detail-oriented and proactive Scheduling Coordinator to join our team. Reporting to the Director of HR & Culture, the Scheduling Coordinator acts as first point of contact for direct staff with regards to schedules, call-in and open shifts. Ensures direct staff schedules are completed to meet the need of our clients and the agency.

**Key Responsibilities**:

- Acts as the first point of contact for direct staff questions about schedules, call-ins and open shifts.
- Ensure staff schedules are completed for all departments by facilitating availability process and maintain master schedule in ADP-WFN/AlayaCare.
- Collaborate with managers on staff time off request approval.
- Utilize prescribed call-in process to find replacements for staff call-ins
- Verify schedules and assign shifts on a daily basis by managing calls from staff, timesheets, record reasons for no show or declined shifts.
- Liaise with managers on areas of concern, such as staffing and scheduling related issues as well as collaborate with management to establish staffing model.
- Create, edit and maintain Master Schedules in AlayaCare for In-Home Respite program. Confirms and verifies units of service for In-Home Respite Program against staff timesheets to ensure accurate billing and payroll.
- Managing time and attendance system (ADP-WFN and AlayaCare) to ensure accurate and timely payroll output, including preparing timesheets for manager’s approval.
- Maintain the accuracy of vacation, sick and statutory holiday leaves, including ensuring staff has sufficient hours for the requested leave and maintain vacation and sick days coverage as needed.
- Acts as a resource for staff in the utilization of ADP-WFN and AlayaCare scheduling system.
- Acts as a back-up to HR and Payroll Coordinator. Participates in after hours scheduler-on-call rotation duty.
- Perform other duties as prescribed.

**Qualifications**:

- Post secondary education in Payroll, HR, Administration or related field.
- Previous experience and knowledge in employee scheduling is preferred.
- Demonstrate thorough attention to detail and the ability to manage conflicting priorities.
- Experience and familiarity of ADP Workforce Now and AlayaCare software, is an asset.
- Strong computer knowledge and demonstrated experience in Microsoft Office and other staff scheduling software.
- Excellent interpersonal and customer service skills are essential to maintain effective relations with all levels of internal staff and external contacts.
- Availability after hours and weekends to participate in scheduler-on-call rotation duty, is required.
- Satisfactory Vulnerable Sector Check
- Able to provide proof of full COVID-19 vaccination, upon hire.

**Additional Information**
- To protect the health and safety of our employees, clients and their families and in the interest to follow strong public health measures, it is a requirement of employment at ESS Support Services to be fully vaccinated against COVID-19. ESS Support Services will consider cases needing accommodation as stipulated by the Ontario Human Rights Code._
- In accordance with the Accessibility for Ontarians with Disabilities Act (AODA) ESS Support Services will provide accommodation, accessible formats, and communication supports for the interview upon request_

**Job Type**: Fixed term contract
Contract length: 18 months

Pay: $25.00 per hour

Expected hours: 37.5 per week

Additional pay:

- Overtime pay

Flexible language requirement:

- French not required

Schedule:

- Monday to Friday
- On call

**Education**:

- DCS / DEC (preferred)

**Experience**:

- Employee Scheduling: 1 year (required)
- ADP: 1 year (required)

Willingness to travel:

- 25% (preferred)

Work Location: Hybrid remote in York, ON M9N 3B3

Application deadline: 2024-10-20
Expected start date: 2024-11-04