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Scheduling Coordinator Full Time
Position Title: Scheduling Coordinator
Posting Period: March 12th, 2025 – April 2nd, 2025
Salary: $60,000 – $70,000 Annually
Nigig Nibi Ki-win Gamik Society is growing our team!
Join our dynamic and dedicated team as we continue to develop capacity within the Algonquins of Pikwakanagan First Nation and greater unceded Algonquin territory. With our Child Well-being law, Nigig Nibi Ki-win, now fully in force, the community embraces a step in reconciliation by reclaiming jurisdiction over the safety and well-being of our children, youth and families.
We’re looking for the right people to grow with the organization. Are you interested?
Learn more about Nigig: https://www.nigignibi.com/about/nigig-nibi-ki-win
SUMMARY
Effective shift scheduling is essential for maintaining operational efficiency, employee satisfaction, and compliance with labour regulations. The Scheduling Coordinator plays a vital role in ensuring that staffing needs are met while balancing the interests of both the organization and its employees.
The staff scheduler will organize, create and manage work schedules all for employees within the organization. The Scheduling Coordinator 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, and communicating discrepancies to management.
DUTIES AND RESPONSIBILITIES:
Creating 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.
• Discussions with department heads/managers to accurately determine department scheduling requirements.
• Scheduler will create assign specific shifts to individual employees based on their department and positions, and employment agreements.
• The Scheduler is responsible for creating and managing the bookings for visiting (on-site) service providers.
Managing Schedules:
• In conjunction with management, the Scheduler will 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.
• The Scheduler will handle employee requests for time off, vacations, or other leaves (once approved by the manager), adjusting schedules accordingly to ensure adequate coverage while accommodating employee needs.
• The 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.
• 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).
• They analyze historical data and current trends to forecast future staffing needs, adjusting shift schedules accordingly to meet anticipated demand.
• 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.
• The Scheduler will communicate finalized schedules to employees in a timely manner, as per CLC regulations, often using HRIS, emails, or another mutually agreed platform/method.
Monitoring Time-off / Leave Requests:
• 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 ensuring the appropriate entitlements are deducted.
Ensuring Compliance:
• The Scheduler will 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.
• They will alert appropriate management to employees approaching these thresholds.
Training and Development:
• The Scheduler will create and provide training to employees and management on scheduling processes, HRIS/software tools, and company policies related to work hours and attendance.
• They will seek opportunities to improve shift scheduling processes, such as implementing automation, optimizing shift patterns, and soliciting feedback from employees.
• The scheduler will collaborate with all departments to ensure alignment between staffing needs and organizational objectives.
Other:
• The Scheduler will address any concerns or issues raised by employees regarding their schedules, such as conflicts with personal commitments or professional conflicts with assigned shifts, and communicate issues to management if necessary.
• They may be asked to perform other tasks as requested by the Human Relational Services Manager.
WORKING CONDITIONS:
Due to the nature of the position, the Scheduling Coordinator 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 Scheduling Coordinator will often be privy to personal and sensitive employee information that will always remain strictly confidential. The Scheduling Coordinator 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 and relevant field. A combination of relevant education and work experience will be considered.
• Previous experience in scheduling, workforce management 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
• A working understanding of shift scheduling requirements, HRIS systems and federal labour regulations.
• Ability to provide a clear Criminal Reference Check with a Vulnerable Sector Screening upon 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
• Employment benefits & pension plan
• Paid sick, vacation and special day leave
• 14 Provincial and Federal Statutory Holidays
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