The Scheduling Assistant plays a vital role in a fast-paced, time-sensitive environment, responsible for scheduling and staffing functions that support daily operational needs. Reporting to the Manager, Patient Access & Health Information Management Services, and working in close collaboration with departmental leaders within Logistics and the Call Centre, the Scheduling Assistant is accountable for coordinating staff coverage for same-day absences and future staffing needs. This role also supports timecard processing, line adjustments, master schedule creation, and scheduling investigations. The Scheduling Assistant ensures staffing continuity through proactive planning, adheres to collective agreements, and contributes to operational efficiency and workforce satisfaction.
Primary Responsibilities:
- Maintains accurate staffing levels by scheduling qualified staff in accordance with collective agreements, policies, and unit requirements.
- Coordinates relief coverage, schedule changes, and implement master schedules.
- Processes timecards and perform pay reconciliations.
- Participates in reporting, audits, and investigations related to scheduling incidents or grievances.
- Attends regular meetings with department leaders to review schedules and address staffing requests.
- Supports special projects and scheduling-related initiatives as needed.
What must you have?
- Completion of a post-secondary education program and/or an equivalent combination of relevant work experience is required.
- At least two (2) years of recent experience in staff scheduling, timekeeping, and creating master rotations required.
What else do you bring?
- Proficiency in computerized scheduling systems (e.g., ESP or Kronos preferred).
- Strong working knowledge of Windows-based applications, including Word, Excel, PowerPoint, and Outlook.
- Understanding of hospital collective agreements and scheduling rules.
- Exceptional organizational, time management, communication, and problem-solving skills.
- Excellent interpersonal skills with a focus on teamwork and collaboration.
- Demonstrated customer service orientation and professional telephone etiquette.
- Ability to manage high-stress situations and engage in effective negotiation.
- Proven attendance record.
- Demonstrates understanding and complies with patient and staff safety policies and procedures that foster a safe and inclusive environment for all.
- Ability to perform the essential duties of the job.
- Effectively uses empathy in interactions with others and demonstrates behaviours consistent with Mackenzie Health’s Commitment to Caring.
- Models behaviour that is aligned with the values of Mackenzie Health – Excellence, Leadership and Empathy.
- Commitment to providing an exceptional experience for staff and clients within a challenging and exciting health care environment.
Preferably, your profile also includes:
- Experience in scheduling within a healthcare setting is preferred.
- Previous experience within the Scheduling Assistant classification preferably within a healthcare environment.
*This position is represented by OPSEU.
*You may be required to work at any site of Mackenzie Health.
