September 5, 2023

Scheduling Specialist

Position Title:Scheduling Specialist
Status:Excluded, Permanent, Full-Time
Reports to:Senior Manager of Operational Staffing
Salary:$58,240 – $74,880

Active Care Youth and Adult Services

Active Care Youth and Adult Services (ACYAS) is a progressive, innovative organization operating residential resources for youth, and adults in British Columbia. It is our mandate to provide innovative, trauma-informed support services of exceptional quality and to do so in the context of a home environment.

Position Overview

Reporting to the Senior Manager of Operational Staffing, the Scheduling Specialist supports ACYAS management and program staff in the development and maintenance of baseline operational staffing requirements. Considering coverage requirements, available resources, and collective agreement compliance, the Scheduling Specialist supports ACYAS’s continual improvement of staff utilization, working within a customer-focused, team-oriented framework.

Primary Responsibilities

Shift Scheduling

  • Create and edit master schedule rotations based on factors such as staff/client ratios, coverage requirements, collective agreement compliance, budgetary limitations, available resources, and schedule constraints.
  • Ensure appropriate program coverage for 24-hour shifts.
  • Receive and process urgent requests for vacancy coverage to ensure baseline workforce requirements are met.
  • Utilize ACYAS’s 2-2-3 rotation schedule to distribute shifts evenly amongst team members.
  • Consider individual availability, medical accommodations, time-off requests, and/or other accommodations when backfilling shifts.
  • Monitor and adjust the schedule as needed to accommodate changes in staff availability or unexpected absences.

Communication and Coordination

  • Support communication of ACYAS’s finalized schedule to program staff, ensuring relevant Program Managers are apprised of scheduling changes as required.
  • Address scheduling conflicts or concerns raised by ACYAS team members in a timely and professional manner.
  • Collaborate with supervisors and team leaders to understand specific requirements for each shift and to ensure appropriate staffing levels are maintained.

Time-Off Management

  • Track and manage requests for time off for program staff across ACYAS.
  • Coordinate and schedule operational coverage for staff vacations, personal days, and other time-off requests.
  • Ensure ACYAS’s scheduling platform is maintained and reflects accurate hours of work and/or sick time.

Backup Scheduling

  • Provide coverage for the scheduling department during periods of absence, including annual vacation, sick leaves, etc.

Documentation and Reporting

  • Maintain accurate and up-to-date records of ACYAS’s master schedule, time-off requests, and any associated scheduling changes.
  • Prepare and maintain accurate reports and summaries related to scheduling activities, including staff coverage, time-off balances, and attendance records.
  • Support the development and implementation of formalized processes and manuals, as required for the department.
  • All other tasks as required.

Required Qualifications

  • Completion of Grade 12.
  • Three years’ recent, related experience, preferably in a healthcare or support services setting.
  • Experience working in a unionized environment preferred.
  • Or an equivalent combination of education, training, and experience.

Knowledge, Skills, and Abilities

  • Excellent organizational and time management skills, with the ability to handle multiple tasks and deadlines simultaneously.
  • Strong attention to detail and accuracy in schedule creation and maintenance.
  • Effective communication skills, both verbal and written, to interact with team members, supervisors, and other stakeholders.
  • Ability to remain calm under pressure and quickly adapt to changing circumstances.
  • Proficiency in using scheduling software or tools.
  • Familiarity with the 2-3-3 rotation schedule is preferred.
  • Availability to cover shifts and provide backup scheduling as needed, including occasional evenings, weekends, and holidays.

The job description has been updated and amended with the approval of the employee and Human Resources Director.

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