Scheduling Coordinator

Overview

The Scheduling Coordinator role at Tabor Village supports staff and operations within the HR Scheduling department, reporting directly to the HR Manager. This position is essential for managing scheduling tasks, interpreting union contracts, maintaining employee records, and fostering a supportive team environment aligned with the organization's mission.

Key Responsibilities

• Ensure adherence to HEU and BCNU Collective Agreements and inform HR about any non-compliance issues.
• Create, update, and maintain detailed employee records including contact details, work availability, assigned areas, and hours worked.
• Manage comprehensive staff scheduling for union employees at Tabor Home and Valhaven, and all employees at Tabor Court.
• Communicate changes in employee status promptly to Human Resources.
• Organize and assign relief staff to cover vacancies arising from unfilled positions, vacations, leaves, and sick days in accordance with collective agreements; distribute schedules regularly to departments.
• Handle requests for vacation, leaves of absence, overtime, and shift swaps by preparing necessary documentation, securing approvals, and notifying employees of status updates.
• Maintain accurate timekeeping records and coordinate with payroll for employee inquiries and necessary adjustments.
• Protect scheduling and employee data in compliance with PIPEDA privacy legislation.
• Complete training to become fully proficient with the Comvida (EMS) scheduling software, including the capability to train others and act as the primary scheduler.
• Perform any additional related duties as assigned.

Qualifications and Experience

• Completion of Grade 12; a diploma in administrative studies is preferred.
• At least two years of experience in a comparable position or an equivalent mix of education and training.
• Familiarity with scheduling software is beneficial; previous use of Comvida software is a plus.
• Understanding of human relations, including knowledge of federal and provincial employment laws.
• Proficiency in Microsoft Excel, Word, and Outlook is required.
• Experience in healthcare settings and knowledge of BCNU and HEU union contracts is advantageous.
• Strong interpersonal skills suitable for diverse interactions.

Skills and Attributes

• Alignment with Tabor Village's mission and values.
• High attention to detail and well-developed organizational abilities.
• Effective time management and verbal/written communication skills.
• Positive attitude with receptiveness to guidance.
• Ability to interact effectively both face-to-face and via telephone with a variety of individuals.
• Capability to handle workplace stress, rapid change, and maintain flexibility.
• Physical capacity to fulfill position requirements, which may involve lifting, standing, walking, pushing, and pulling.
• Commitment to confidentiality, tact, diplomacy, and compliance with regulations.
• Reliable attendance and punctuality.
• Legal authorization to work in Canada and ability to provide a clear Criminal Record Check.

Working Conditions

• Dynamic environment requiring focus and the ability to manage frequent interruptions.
• Occasional exposure to conflict or challenging interpersonal situations.
• Physical demands that include movement and moderate lifting tasks.