Scheduling Coordinator, Staffing Office

Overview

Oak Valley Health’s core values of respect, trust, commitment, compassion and courage guide this role. You are a patient and/or client centered individual who performs at an exemplary standard and is a team player with excellent communication, critical thinking and prioritization skills.

The successful candidate will be available to work days and evenings in 4, 8 or 12 hour shifts, including potential weekend shifts as needed. Schedules may change due to operational needs.

Band: R$ - $ per hour

• Work under the direction of the Staffing Office Supervisor and collaborate with other Schedule Coordinators, managers, shift managers and Clinical Leaders to ensure safe staffing levels within departments.
• Prepare and distribute unit-specific staffing schedules, post vacation planners and fill sick calls while adhering to the specific collective agreement language.
• Create, develop, and maintain master rotations as required.
• Support the Self Scheduling process.
• Maintain staffing schedules on a daily basis for accuracy, ensuring unit-specific staffing quotas are complete.
• Plan and create special schedules such as prime time, summer and holiday schedules.
• Document all changes at the time of occurrence in the electronic scheduling system.
• Schedule replacement staff according to established collective agreements language and processes.
• Replace vacant shifts from sick or absent calls and other workload increases or unfilled positions.
• Prioritize redeployment of staff between departments when required.
• Review daily staffing levels in relation to unit activity levels, and prioritize redeployment of staff to support acuity and fiscal responsibility.
• Apply critical thinking to strategize the most efficient use of staffing resources.
• Monitor and reconcile timecards in the Softworks system (sick, vacation, leave of absences, overtime, etc.) in an accurate and timely manner for manager approval.
• Investigate odd punches in Softworks (e.g., double or missed punches).
• Collaborate with staff and managers to resolve any issues related to staffing or timekeeping errors or omissions.
• Collaborate with other team members to complete all staffing, scheduling and timekeeping duties.
• Participate in committees as required.
• Complete project work and policy work as required.
• Rotate through scheduling portfolios and work days, evenings, and/or weekends as required.

Post‑Secondary Diploma in Administration, Business, Finance, Human Resources or equivalent scheduling and staffing experience. Commitment to continuous education and learning.

Recent experience with an electronic scheduling program and staffing/scheduling in a hospital setting; recent timekeeping experience; experience working with collective agreements, preferably CUPE, ONA and OPSEU; understanding of collective agreements and scheduling rules in a hospital environment; proficiency with Microsoft Office (Word and Excel).

• Excellent customer service skills, telephone etiquette, and display of core values.
• Proven organizational and problem‑solving skills.
• Strong interpersonal and communication skills.
• Ability to work with limited supervision, independently, and as a team member.
• Proven ability to prioritize duties and meet goals.
• Proven ability to manage multiple demands and stressful situations.
• Crucial conversation or conflict resolution training (asset).

• Demonstrated good attendance and performance records, and the ability to maintain these same standards.
• Demonstrates a commitment to a healthy and safe workplace for self and others (staff, patients, families, etc.) by taking all reasonable precautions and working in compliance with hospital‑related policies, health and safety legislation and best practices, and completing relevant mandatory education as required.