Scheduling Coordinator

**Job Description**:
Job Title

Scheduling and Attendance Coordinator

Report To

Operations Manager

Summary

This role is responsible for maintaining work schedules, tracking time and attendance for all scheduled employees at a LTC facility, all unfilled shifts are covered to ensure smooth operations and quality of resident care at the facility. In addition, the role may provide administrative support for the Operations Manager and/or Clinical Leadership.

**Qualifications**:

- Post-secondary diploma/certificate in office or business administration, or equivalent work experience managing employee time and attendance, including schedule forecasting
- Experience in long term care or general healthcare industry an asset
- Strong data analytics with high attention to detail; critical thinker
- Ability to work in a fast-paced environment with changing priorities, exceptional time management skills and to perform well under pressure with tight deadlines
- Pro-active and solutions focused individual with ability to foresee issues and correct them before they turn into large issues
- Demonstrates strong communication and interpersonal skills with internal and external stakeholders of the organization

Technical Competencies
- Technical knowledge and experience working with Workday, PointClickCare or cloud-based software preferred
- Demonstrates proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams)
- Knowledge of Occupational Health & Safety practices, principles, and legislation
- Knowledge and experience with office and computer equipment

Key Accountabilities

**Responsibilities**:
Recruitment
- Conduct reference checks

Onboarding and Orientation
- Register and train new hire on Biometric system
- Schedule orientation sessions for new employees
- Monitor/Track completion of onboarding and orientation sessions

Scheduling and Attendance
- Maintain, update, and actively assign all employee schedules
- Maintain and manage open shift management tool (Call Multiplier/Staff Stat) to fill vacant shifts
- Address absence related employee matters: vacation requests, LOA (leave administration activities including completing forms, challenging claims, and liaising with WCB)
- Contact third party agencies to fill shifts and staff vacancies
- Validates and reconciles scheduled hours worked by employees through daily reports. Capture activities in time blocks accurately. Ensure actual time is reflected for payroll approvals and submissions. Submit validated hours to payroll (compare actuals with what was planned/scheduled, correct mistakes, run absenteeism reports, run rotation day notes etc.)

Other
- Maintain employee personnel files
- Assist with new resident administration processes, such as entering residents into PCC, creating clinical charts, liaising with families and community
- Order, receive, distribute, and store nursing supplies
- Investigate Health and Safety incidents and administer incident reports
- Conduct Joint Health and Safety meetings, record, and post meeting minutes, and track corrective actions to closure
- Prepare employee/resident lists
- Answering the phone
- Resident and Family interactions (assistance, inquiries, communication, etc.)
- COVID-19 screening
- Correspondence/Coordination for Operations Manager

Time Type:
Full time
- When you choose to build your career with Extendicare, you’re joining a team dedicated to making a difference. By focusing our energy on enriching the lives of our residents every day, we transform both the quality of their lives and the quality of our own work experiences.
- If you have a passion for caring, turn it into a rewarding career with Extendicare

Extendicare and affiliated organizations including our partner homes in Extendicare Assist, accommodate the needs of job applicants throughout its recruitment and selection processes upon request.