Coordinator, Scheduling

Coordinator, Scheduling

Health Services, Communicable Diseases

Status: Regular Full Time

Salary Range: $69,804 - $87,255

Hiring Range: $69,804 - $78,529.50

Work mode: Hybrid* see below for more details about this work mode

Location: 7120 Hurontario Street, Mississauga

Hours of work: 35 hours per week

Position summary:

An integral member of the multidisciplinary Sexually Transmitted Blood-borne Infection (STBBI) section, the Coordinator Scheduling is responsible for maintaining appropriate staffing levels to support daily coverage requirements to optimize Healthy Sexuality clinics and case management. 

The coordinator is accountable for autonomously developing and maintaining the schedules of high volume of multi-disciplinary staff members, students including Public Health Nurses, assistants, and physicians across clinic sites, offices and remote workdays. This includes receiving, reviewing, and actioning incidental and planned absence requests as per the Regional Policies, Collective Agreement, employment contracts and/or applicable legislation.

The coordinator will leverage technology to enhance scheduling practices and be responsible for adapting processes to new software. Additionally, this role is responsible for forecasting staffing patterns based on historical data to inform service delivery, resource needs and program indicators. The coordinator scheduling will provide scheduling support during a public health emergency or declared urgent response as required.

What you will do in this role: 

• Collect, process and determine approval status of staff absence requests based on minimum staffing needs, regional HR policy, collective agreements and employee contract status including communicating approvals and denials
• Monitor the program absence line, determine need for coverage and communicate any redeployments of staff or schedule changes to the program and management on a daily basis
• Identify and problem-solve where there are gaps in staffing and propose mitigating staffing or operational solutions
• Accurately enter staff absences into the workforce management software, provide absence summaries and trends to the leadership team upon request
• Communicate and respond to staff questions or concerns regarding absence requests in addition to reporting daily to people leaders the status of daily staffing and any changes to the schedule
• Collect, maintain and analyze scheduling data to inform staffing projections, resource needs and/or service delivery
• Lead the coordination of recertification, staff training and onboarding activities
• Develop, maintain, and update work instructions or processes are required to support the role
• Contribute to scheduling-related initiatives by participating in relevant committees, technological projects, and continuous quality improvement efforts; analyze data, communicate section needs, identify risks, and recommend process improvements to support operational excellence
• Collaborate with Manager Administrative Assistants and FSU to maintain accurate staffing roster for the STBBI budget and budget forecasting
• Coordinate physician recruitment and contract management, including onboarding and compliance processes, updating agreements, and collaborating with legal and procurement to ensure timely execution in accordance with policies and regulations
• Consolidate, analyze, and provide information to people leaders for the purposes relating to staff absences to support program workload analyses or program indicators
• Support urgent communicable disease responses by contributing to IMS planning and ensuring staffing needs are met through call-outs and scheduling in line with collective agreements, HR policies, and legislation; track overtime, assign cost centres, and maintain accurate HRMS and financial documentation
• Collaborate with STBBI leadership to maintain appropriate staffing levels that meet operational needs
• Other duties as assigned

What the role requires:

• Secondary school graduate with a post-secondary education in a related field (medical office administration, business administration, human resource management, managerial accounting etc.)
• A minimum of 2 to 3 years of scheduling experience or equivalent combination of education and/or experience
• Advanced knowledge of computer-based programs such as MS Excel and MS Forms
• Experience using workforce management software (e.g. HRMS, PeopleSoft, SAP)
• Knowledge of the Employee Standards Act (ESA) and relevant legislation, corporate policy, and collective agreements
• Experience with interpretation and application of regional policy and collective agreements for the purposes of staff scheduling

 Skills/Abilities:

• Strong planning and analytical skills; able to develop processes and systems to collect staffing information to understand staffing patterns and inform projections
• Excellent communication skills; able to communicate with all levels of staff with tact and diplomacy
• Excellent organizational and time management skills
• Strong attention to detail
• Ability to prioritize, make decisions and meet deadlines in a fast-paced work environment

 Perks @ Peel and why you will love working for us:

• Comprehensive Health, Dental, Vision benefit plan including psychological health, effective start date
• Automatic enrolment into OMERS pension plan
• Accrue Vacation on a monthly basis starting at 3 weeks per annum 
• 3 Paid personal days and floating holidays
• Flexible hours supporting your wellness and wellbeing
• Annual performance review and merit increases based on performance
• Supportive leadership and a culture of respect and inclusion 
• Access to tuition reimbursement and learning and development resources 

 Be bold. Think big. Join us.

Work Mode & Job Location: at 7120 Hurontario Street, Mississauga, ON

In this role, you’ll benefit from the flexibility of a hybrid work arrangement that prioritizes meaningful in-person connection. A minimum of two days per week on-site is expected, with additional in-person presence as operational needs evolve. This arrangement allows for a blend of in person and hybrid work that adapts to support both organizational priorities and employee flexibility and is subject to change over time.

It's important to note that your off-site work location must be within the province of Ontario. This ensures that we're compliant with all regulations and policies.

The Region of Peel offers job based flexible hours of work that allows employees to manage personal and professional responsibilities while at the same time ensures business operational needs and customer service expectations are achieved. 

Interview: Our recruitment process will include video conference technology

Kindly ensure to regularly monitor your spam and junk email folders, as important communications regarding your application may be directed there.

If this opportunity matches your qualifications and experience, please apply on-line. 

Peel Region consists of the cities of Brampton and Mississauga, and the town of Caledon.  Peel Region delivers essential services to more than 1.5 million residents and approximately 200,000 businesses.

We’re working to create a community that is safe, inclusive, and accessible.  A place where everyone feels they belong and can access the services they need to thrive throughout each stage of life.

Our workforce is 6,700 strong and since 1974, we’ve been delivering a wide range of resident focused services. Our services include paramedic services, health programs, long-term care and services for seniors, child care support, garbage collection and recycling, waste water and water treatment, road maintenance, financial assistance, and housing support. 

Recognized by Canada's Healthy Workplace Month® with the Great Employer Award presented by Excellence Canada, Peel Region is a place where everyone feels they belong. We strive to develop a workplace that values and respects diversity, practices inclusion, recognizes the unique contributions and abilities of all people and facilitates innovative thinking. At Peel Region, people come first. Each employee has an important role within our community and when we work together, it’s impactful. We encourage you to join us in delivering essential services and programs to our diverse community. You won't find a better opportunity than Peel Region.

Peel Region is committed to a diverse and inclusive workplace where everyone is respected and valued for their contributions, and where everyone is treated fairly and has opportunity to grow and develop. As one of the most diverse regions in Canada, we are committed to establishing a qualified workforce that is reflective of the population we serve.

Peel Region is committed to providing accommodations throughout the recruitment process, upon request. If you require accommodation, please notify us and we will work with you to meet your needs. Accessible formats and communication supports are available. Please contact zzg-hrtalentacquisition@peelregion.ca 

Please be advised, Peel Region uses email to communicate with applicants for open job competitions and does not use AI technology in any part of the recruitment process. It is the applicant’s responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time sensitive correspondence via email (i.e., testing bookings, interview dates), it is imperative that applicants check their email regularly. If we do not hear back from applicants, we will assume that you are no longer interested in the position and your application will be removed from the competition.