Job Description

Job Summary

The Scheduling Coordinator is responsible for developing, maintaining, and adjusting staff schedules to ensure effective coverage across all programs and services. This role supports a unionized workforce and requires a strong understanding of collective agreement provisions, staffing requirements, and organizational policies. The Scheduling Coordinator works closely with leadership, HR, recruitment, and labour relations teams to ensure schedules are accurate, compliant, and responsive to operational needs. This position plays a key role in supporting service continuity by managing staff availability, processing leaves, filling vacancies, and communicating schedule changes in a timely and professional manner.

Job Duties

Develop and maintain staff work schedules (weekly, bi-weekly, and monthly) for unionized employees, considering shift rotations, staffing requirements, leaves, vacations, and special assignments. Adjust schedules in response to absences, short-call vacancies, sick calls, overtime requests, and other unforeseen staffing needs. Ensure all scheduling practices comply with collective agreement provisions, including shift rotations, posting timelines, seniority rights, job postings, and potential grievance implications. Communicate schedule updates, shift assignments, and vacancies to staff and leadership promptly. Monitor, track and review all types of staff leave (vacation, sick, personal, special leave) and integrate this information into schedules accurately. Maintain up-to-date and accurate scheduling data in the HRIS system (Book Jane). Prepare scheduling and staffing reports for management, including overtime. Collaborate with departments to forecast staffing needs, support vacancy coverage, and coordinate with recruitment, training, and labour relations teams. Assist with problem-solving and decisions related to staffing challenges while ensuring service levels and organizational standards are met.
Education

Diploma or degree in Human Resources, Business Administration, Health Administration, or a related field. Additional coursework or certifications in workforce scheduling, labour relations, HR systems, or human resources management are considered an asset.
Experience

2-4 years of experience in scheduling, workforce coordination, HR coordination, or administrative roles. Experience working with unionized staff and applying collective agreement rules is strongly preferred. Experience using HRIS or scheduling systems such as Book Jane (or similar platforms). Background in leave management, attendance tracking, and scheduling workflows. Experience generating staffing or scheduling reports and assisting with workforce planning is an asset.
Key Skills

Workforce planning and scheduling for unionized employees. Strong knowledge of collective agreements and union guidelines. Excellent communication and interpersonal skills. Proficiency with HRIS systems (e.g., Book Jane). Strong attention to detail in leave and attendance management. Analytical and reporting abilities. Ability to collaborate effectively with departments and labour relations teams. Strong problem-solving skills and adaptability to shifting staffing needs.
Salary: $55,000-$65,000

Job Type: Full-time

Pay: $55,000.00-$65,000.00 per year

Benefits:

Casual dress Company events Dental care Extended health care On-site gym On-site parking Paid time off RRSP match Vision care
Work Location: In person