Supervisor, Employee Scheduling

**Job Description**:
INTERNAL POSTING - NON-UNION POSITION

POSTING NUMBER: 193-2024

Department: Administration

Position: Supervisor, Employee Scheduling

Weekdays 9:00am-5:00pm (75 hours a bi-weekly)

Weekends and evening work may be required.

Status: Permanent Full Time

Date Required: ASAP

Application Deadline: Wednesday September 11, 2024

Supervisor, Employee Scheduling assists departmental managers/directors ensure proper employee schedules, rosters and other related data, software and information are created/maintained to certify accurate payroll and optimal departmental/unit staffing and operations.

EXPERIENCE & EDUCATION
- Two (2) to four (4) years experience in employee scheduling required, preferably in a unionized health care organization.
- Two (2) years supervisory or lead hand experience preferred.
- Post-secondary education (degree or diploma) in a related field preferred.
- Demonstrated understanding of, and compliance with the Employment Standards Act, Collective Agreements and other applicable legislation.

COMPETENCIES (Behavioural & Technical Skills)
- Excellent interpersonal and communications skills both written and verbal.
- Strong organizational skills including ability to multi-task within a fast paced environment.
- Highly confidential and discrete when dealing with highly sensitive information.
- Demonstrates understanding of, and compliance with, responsibilities under the Occupational Health and Safety Act, Regulations and the organizations’ health and safety plans, policies and procedures.
- Demonstrates understanding of, compliance with, and commitment to, resident safety responsibilities and corresponding plans, policies and procedures in order to ensure a safe environment for resident/families.
- Willing to adapt quickly to quick changes in direction
- Detail-oriented, analytical and extremely organized, with well developed time management skills, able to meet deadlines and effectively handle multiple priorities.
- Excellent interpersonal and relationship building skills. Ability to get along with diverse personalities with tact and diplomacy.
- Able to work independently and as a team member.
- Results oriented. Possess initiative and a positive “can do” attitude.
- Excellent computer skills (Microsoft Word, Excel, and PowerPoint) and an aptitude for computer based tools.

RESPONSIBILITIES INCLUDE (but are not limited to):

- Hire, schedules, direct, discipline, evaluate, and terminate scheduling staff in accordance with internal protocols and policies.
- Complete payroll entry for all scheduling staff.
- Coordinate, complete and oversee the employee work scheduling processes, including scheduling data entry for payroll and act as the expert resource for scheduling coordinators.
- Create, review, maintain and oversee all schedules and rosters including online and on excel in accordance with the Collective Agreements and departmental operation needs.
- Work with managers/directors to review, log and approve/decline requests for time off within established unit/departmental quotas and respective Collective Agreements.
- Review and establish, with managers/directors, time-off quotas during peak vacation periods and establish process to ensure scheduling coordinators follow established quotas.
- Conduct relevant random and scheduled audit of the schedules and rosters to ensure accuracy and that Collective Agreement language is followed.
- Implement necessary scheduling and scheduling data entry process improvements and audit findings and issues.
- Supervise daily activity of the Scheduling Coordinators to ensure equal distribution and ensure all incoming calls, inquiries and requests are answered, recorded accurately and addressed in a timely manner.
- Create and maintain relevant lists, information, reports and stats, as requested.
- Ensure all schedules, rosters, requests for time off and other related data is organized and archived in accordance with auditing and legal practices.
- Act as the systems administrator for all scheduling related software and programs, i.e., StaffStat and ensure all information is current and updated as changes occur.
- Implement and maintain the process for training all new staff on the scheduling call-out software and ensure it is followed consistently by all scheduling coordinators and staff.
- Ensure the scheduling data for payroll, biometrics data (sign-in/out) and related information is entered accurately and within the required timelines and that payroll errors and omissions are corrected utilizing the established processes.
- Ensure all employees are set up and maintained current on the biometric system and coordinate any revisions, updates or new systems in collaboration with the Supervisor, Payroll.
- Communicate with departmental managers/directors absence, lateness and other attendance pattern absences or issues and initiate/ensure appropriate paperwork, i.e., Payroll Change Notice and/or Request for Hire forms is complete