Scheduling Coordinator Full Time

Posting Period: Until the position is filled
Salary: $60,000 – $70,000 Annually

Nigig Nibi Ki-win Gamik Society
Algonquins of Pikwakanagan First Nation has come together to create and assert Nigig Nibi Ki-win, which name came to the AOPFN Tanakìwin by way of our naming ceremony conducted in accordance with Inàkonigewin. For greater certainty, our inherent right to self-government, as affirmed by the United Nations Declaration on the Rights of Indigenous Peoples and s. 35 of the Canadian Constitution Act, 1982, includes jurisdiction in relation to the wellbeing of Ninìdjànisinànig, Weshkinìgidjig, and their families. Algonquins of Pikwakanagan have cared for our Ninìdjànisinànig and Weshkinìgidjig in accordance with our customs and traditions. Ninìdjànisinànig, Weshkinìgidjig, and their families thrived because they were immersed in their language, connected to the land, and cared for by their people. Inàkonigewin has governed these lands for millennia, well before any colonial laws were brought and imposed on our people and lands. By asserting this Law through Nigig Nibi-Ki-win, we are not bringing into force a new law, but using our knowledge of Inàkonigewin to provide aid to our people in a modern context, in a way that cares for them, our ancestors, and our descendants. The only way to undo the damage that has been inflicted on our people by colonial governments is to re-assert our inherent right to care for our Ninìdjànisinànig and Weshkinìgidjig.

SUMMARY OF POSITION
The staff scheduler will organize and manage work shifts all for employees within the organization. The scheduler will ensure that adequate coverage is maintained across various shifts while taking into account factors such as employee availability (time off / leave requests), rotations, workload, and all relevant federal labour regulations.

Effective shift scheduling is essential for maintaining operational efficiency, employee satisfaction, and compliance with labour regulations. The Shift Scheduler plays a vital role in ensuring that staffing needs are met while balancing the interests of both the organization and its employees.

DUTIES AND RESPONSIBILITIES
1. Creating Shift Schedules: This involves designing schedules that outline the shifts for each employee, considering factors such as the department’s staffing requirements, peak work hours/times, on-call, and employee accommodations if required.
2. Assigning Shifts: Shift schedulers assign specific shifts to individual employees based on their department and positions, and employment agreements.
3. Balancing Workloads: They ensure that workloads are evenly distributed across shifts to avoid overstaffing or understaffing situations, optimizing productivity and efficiency. Working collaboratively with managers to understand these factors and build appropriate work rotations, etc.
4. Managing Time-Off Requests: the shift scheduler will handle employee requests for time off, vacations, or other leaves, adjusting schedules accordingly to ensure adequate coverage while accommodating employee needs.
5. Handling Shift Changes: They manage requests for shift changes or swaps between employees, ensuring that any adjustments maintain coverage and comply with organizational policies (i.e. appropriate approvals for time off requests).
6. Communicating Shift Schedules: Shift schedulers communicate finalized schedules to employees in a timely manner, as per CLC regulations, often using digital platforms, emails, or another mutually agreed platform/method.
7. Addressing Employee Concerns: They address any concerns or issues raised by employees regarding their shift schedules, such as conflicts with personal commitments or professional conflicts with assigned shifts.
8. Monitoring Attendance: The shift scheduler will track employee attendance and punctuality as reported/communicated by the supervisor/manager, taking note of lost time within the schedule as required, and finding replacement staff as needed.
9. Ensuring Compliance: They ensure that shift schedules comply with labour laws and company policies regarding factors such as maximum work hours, rest periods, on-call, and overtime pay.
10. Adjusting Schedules in Real-Time: The shift scheduler may need to make real-time adjustments to schedules in response to unexpected events, such as employee call-outs, emergencies, or changes in workload.
11. Forecasting Staffing Needs: They analyze historical data and current trends to forecast future staffing needs, adjusting shift schedules accordingly to meet anticipated demand.
12. Training and Development: The scheduler will provide training to employees and management on shift scheduling processes, software tools, and company policies related to work hours and attendance.
13. Utilizing Scheduling Software: They will use the scheduling software and/or tools deemed appropriate by the organization to streamline the scheduling process, facilitate communication with employees/management, and generate reports on scheduling metrics.
14. Collaborating with Other Departments: The scheduler will collaborate with other departments, such as HR, operations, and management, to ensure alignment between staffing needs and organizational objectives.
15. Continuous Improvement: They will seek opportunities to improve shift scheduling processes, such as implementing automation, optimizing shift patterns, and soliciting feedback from employees.

WORKING CONDITIONS
Due to the nature of the position, the Staff Scheduler will need to manage significant amounts of communication either by email, phone, or in-person, and potentially work in a time-sensitive manner to make adjustments. The Schedule will often be privy to personal and sensitive employee information that will always remain strictly confidential. The Staff Scheduler position requires you to sit and stand for various periods of time.

EMPLOYMENT REQUIREMENTS
1. Basic Requirements:
• Bachelor’s degree in business administration, human resources, management, or a related. A combination of education and relevant work experience will be considered.
• Previous experience in scheduling, workforce management, or a related field is preferred. Experience in human resources or project management is considered an asset.
• Experience working with First Nations, Inuit, and Métis (FNIM) people in a community-based setting would be considered an asset.

2. Rated Requirements:
Knowledge
• Knowledge of Indigenous culture and traditions.
• Knowledge of HRIS scheduling software systems and relevant Federal employment legislation.
• Knowledge of local, regional, and provincial Indigenous and non-Indigenous services.
• Knowledge of Child Welfare legislation, mandates, standards of practice, policies, and procedures such as the Child, Youth and Family Services Act, 2017, Bill C-92, Jordan’s Principle, Customary Care, etc.

Abilities
• The ability to effectively organize and prioritize tasks is essential. This includes managing multiple schedules, coordinating with various departments, and ensuring coverage for shifts.
• Ability to work under pressure of time constraints, unexpected changes, and competing priorities.
• Develop and review scheduling policies and procedures to create and maintain best practices.
• Flexibility and adaptability are essential.
• Efficiently managing time and resources to meet scheduling deadlines and objectives is crucial.
• Ability to problem-solve and resolve conflicts.
• Ability to work in an interdisciplinary team environment.

Personal Suitability
• Strong interpersonal skills.
• Strong attention to detail.
• Strong verbal and written communication skills.
• Tact, discretion, and a professional level of confidentiality.
• Self-motivated, reliable, thorough, and proactive.
• Sensitive to Indigenous culture and values.

Conditions of Employment
• Criminal Reference Check to be provided on application and on request.

PREFERENCE IN HIRING
Nigig promotes equal employment opportunities for all applicants. Persons who identify as Indigenous will be given preference as this role serves the needs of members of Algonquins of Pikwakanagan First Nation. Provided the candidate meets the basic requirements of the position and is deemed qualified following the interview process, preference will be given to a) the qualified Indigenous person who is a member of Algonquins of Pikwakanagan First Nation; then to, b) the qualified Indigenous person; then to, c) the qualified non-Indigenous candidate.

WE OFFER
• Competitive Salary
• Pension Plan
• Long- and Short-Term Disability
• Paid sick, vacation and special days
• 14 Provincial and Federal Statutory Holidays
• Health Spending account (Dental, Vision, Prescriptions)

Please submit your cover letter and resume to: employment@nigignibi.com

Contact Information
Nigig Nibi Ki-win Gamik Society
1467 Mishomis Inamo,
Pikwakanagan, Ontario
Email: employment@nigignibi.com