Scheduling & Attendance Coordinator - Full-Time - Medex

Extendicare•Ottawa, ON

7d•Onsite

About The Position

Extendicare is seeking a Permanent Full-Time Scheduling and Attendance Coordinator for its 193-bed facility, Extendicare Medex, located in Ottawa, Ontario. Reporting to the Operations Manager, this role is crucial for maintaining work schedules and tracking time and attendance for all employees to ensure smooth operations and quality resident care. The position may also involve providing administrative support to the Operations Manager and/or Clinical Leadership.

Requirements

Post-secondary diploma/certificate in office or business administration, bookkeeping, accounting or equivalent work experience managing employee time and attendance.
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.

Nice To Haves

Experience working with seniors in a long-term care setting or general healthcare industry experience is an asset.

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.