Scheduling Coordinator

Job description

Clear Health Solutions is looking for a skilled Scheduling Coordinator to undertake a variety of day-to-day office and scheduling tasks. You will be an integral part in ensuring that our office operations run smoothly and are successful in supporting other business activities.

An excellent office coordinator is, above all, an organized and competent professional with phenomenal communication skills. You will be comfortable dealing with people and able to carry out administrative duties with accuracy and speed. The goal is to ensure that office operations are efficient and add maximum value to Clear Health Solutions.

Core Competencies

• Accountability
• Analytical Thinking
• Communication
• Critical Thinking
• Decision Making
• Organizational and Environmental Awareness
• Planning and Organizing
• Strategic Thinking
• Teamwork

Job Duties

• Prepare schedules for staff within the organization.
• Address changes to staffing by ensuring appropriate coverage is maintained at all times.
• Receive and process staff time sheets.
• Approve vacation requests and ensure staffing levels are met when vacation or sick time is taken.
• Compare time-sheet data with internal records of assignments and changes.
• Ensure on-call staff members are scheduled.
• Work within the Employment Standards Act to ensure compliance (i.e. time in between shift work, scheduling legislation, etc.).
• Prepare student placement training programs.
• Assist with the orientation of new employees, organizing and coordinating training.
• Maintain staffing reports (i.e. vacations, sick days, etc.)
• Compare reimbursement submissions against internal records of assignments and changes.
• Produce regular reports for the Human Resources department.
• Ensure integrity and confidentiality of Data Entry.
• Confer with management or office team to resolve employee problems, complaints and grievances.
• Constantly look for improvements and help implement solutions.
• Provide assistance with clerical and technical support for HR activities.
• Maintain accurate, up to date and complete personnel records.
• Organize, maintain, and coordinate office records and files in their proper locations.
• Answer questions about records and files.
• Add new material to files and records.
• Create new files and records as necessary.
• Provide research as requested.
• Provide general information and assistance internally and externally over the phone, electronically and in person.
• Coordinate services for events, such as accommodation and transportation for participants, facilities, catering, signage, displays, etc.
• Manage agendas and calendars for direct supervisor(s) including but not limited to booking appointments, meetings, travel arrangements, etc.
• Administration tasks to assist the human resources department.
• Any other duties as assigned.

Requirements

• Post-secondary education in an appropriate field.
• Experience as a Scheduling Coordinator
• Team player within multi-disciplined team.
• Strong organizational skill set.
• Experience in cross functional team.
• Strong knowledge or ability to learn a variety of software systems, as well as Microsoft Office products, including Excel, Word, and PowerPoint.
• Excellent analytical and problem solving skills.
• Meticulous records maintenance skills.
• Ability to remain calm in all circumstances, appropriate stress management skills.
• Able to deal with people sensitively, tactfully, diplomatically, and professionally at all times.
• Superior telephone manners and strong interpersonal skills.
• Strong written and verbal skills to communicate with all levels of the organization.

Job Types: Full-time, Permanent

Pay: From $20.00 per hour

Education:

• Secondary School (preferred)

Experience:

• Scheduling: 2 years (required)
• Administrative Assistants & Receptionists: 1 year (preferred)
• receptionist: 1 year (preferred)

Work Location: In person