The Scheduling and Attendance Coordinator manages employee schedules, tracks attendance, ensures shift coverage, and supports administrative tasks for operational efficiency.
Job Description
Reporting to the Operations Manager, the Scheduling and Attendance Coordinator is responsible
for maintaining work schedules, tracking time and attendance for all scheduled employees at a
LTC facility. This role will ensure 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.
Key Responsibilities:
• Actively assign employees work schedules and maintain staffing schedules for all
departments at the home/facility using Workday Scheduling System.
• Manage all vacant schedules due to employee absences, including unplanned absences,
vacation requests, LOAs and termination.
• Schedule staff coverage for any unfilled shifts by reaching out to employees and staffing
agencies. Utilizes Call Multiplier (open shift management tool) to coordinate outreach.
• 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.
• Assists with leave administration activities including completing forms, challenging claims,
and liaising with WCB.
• 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.
• Provides administrative, coordination and communication support to Operations Manager
and other LTC facility leadership as required.
• Acts as a strategic resource and/or member of the bargaining committee representing the
employer
for maintaining work schedules, tracking time and attendance for all scheduled employees at a
LTC facility. This role will ensure 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.
Key Responsibilities:
• Actively assign employees work schedules and maintain staffing schedules for all
departments at the home/facility using Workday Scheduling System.
• Manage all vacant schedules due to employee absences, including unplanned absences,
vacation requests, LOAs and termination.
• Schedule staff coverage for any unfilled shifts by reaching out to employees and staffing
agencies. Utilizes Call Multiplier (open shift management tool) to coordinate outreach.
• 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.
• Assists with leave administration activities including completing forms, challenging claims,
and liaising with WCB.
• 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.
• Provides administrative, coordination and communication support to Operations Manager
and other LTC facility leadership as required.
• Acts as a strategic resource and/or member of the bargaining committee representing the
employer
• Member of the labour management committee representing the employer
Qualifications:
• Post-secondary diploma/certificate in office or business administration, bookkeeping,
accounting or equivalent work experience managing employee time and attendance.
• Experience working with seniors in a long-term care setting or general healthcare
industry experience is an asset.
• Ability to work in a fast-paced environment with changing priorities, have exceptional
time management skills and to perform well under pressure with tight deadlines.
• Demonstrates technical knowledge and experience working with Workday,
PointClickCare or cloud-based software preferred.
• Demonstrates strong communication and interpersonal skills with internal and external
stakeholders of the organization.
• Knowledge and experience with office and computer equipment.
• Demonstrates proficiency in Microsoft Office Suite (Word, Advanced Excel, Outlook,
PowerPoint, Teams).
• Working knowledge of HR, payroll, scheduling; interpretation and application of
collective agreement provisions.
• Strong data analytics with high attention to detail; critical thinker.
• Pro-active and solutions focused individual with ability to foresee issues and correct
them before they turn into large issues.
• Knowledge of Occupational Health & Safety practices, principles, and legislation
Qualifications:
• Post-secondary diploma/certificate in office or business administration, bookkeeping,
accounting or equivalent work experience managing employee time and attendance.
• Experience working with seniors in a long-term care setting or general healthcare
industry experience is an asset.
• Ability to work in a fast-paced environment with changing priorities, have exceptional
time management skills and to perform well under pressure with tight deadlines.
• Demonstrates technical knowledge and experience working with Workday,
PointClickCare or cloud-based software preferred.
• Demonstrates strong communication and interpersonal skills with internal and external
stakeholders of the organization.
• Knowledge and experience with office and computer equipment.
• Demonstrates proficiency in Microsoft Office Suite (Word, Advanced Excel, Outlook,
PowerPoint, Teams).
• Working knowledge of HR, payroll, scheduling; interpretation and application of
collective agreement provisions.
• Strong data analytics with high attention to detail; critical thinker.
• Pro-active and solutions focused individual with ability to foresee issues and correct
them before they turn into large issues.
• Knowledge of Occupational Health & Safety practices, principles, and legislation
Time Type:
Full timeWhen 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.
Top Skills
Workday,Scheduling System,Pointclickcare,Microsoft Office Suite
Extendicare Markham, Ontario, CAN Office
3000 Steeles Avenue East Suite 103, , Markham, Ontario , Canada, L3R 4T9
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