Coordinator, Corporate Services Support, Environmental Services - Full Time Regular - Markham Stouffville Hospital

Oak Valley Health; Markham, Uxbridge; On-site; CAD 44,000 - 54,000; Full time

Job summary

Oak Valley Health is seeking an organized administrative professional to support the Facilities & Corporate Services department. You will manage day-to-day scheduling, track resources, and coordinate multiple priorities in a fast-paced hospital setting.

The role requires strong MS Office skills, scheduling system experience, and a commitment to accuracy and customer service. Full-time schedule includes rotating days and evenings, with competitive compensation in Ontario CAD terms.

Qualifications

• Secondary School diploma and completion of Community College Administrative Assistant Diploma or equivalent
• Support Services administrative experience
• Previous administrative experience within a support services environment
• Minimum 1 year relevant administrative hospital experience
• Recent experience with computerized scheduling and payroll timecards, preferably within Meditech 6.0 environment
• Proven MS office proficiency (Word, Excel and PowerPoint)
• Experience with coordination of a complex scheduling system
• Demonstrated excellent organizational skills with ability to prioritize tasks and meet deadlines in a fast-paced environment
• Excellent customer service, interpersonal skills and conflict management
• Excellent written and verbal communication skills
• Excellent critical thinking skills with the ability to think independently to proactively anticipate the needs of the program
• Must demonstrate high initiative and efficiency
• Demonstrate a high degree of energy, enthusiasm, initiative, self direction and the ability to work independently or in a team environment with minimal supervision
• Demonstrates a high level of accuracy and attention to detail in work and be able to problem solve
• Demonstrated good attendance record with the ability to maintain this same standard
• Demonstrates a commitment to a healthy and safe workplace for self and other by taking all reasonable precautions and working in compliance with hospital related policies, health and safety legislation and best practices and completing relevant mandatory education as required

Responsibilities

• Respond to customer service requests and direct as required, monitoring, tracking and dispatching support services calls as necessary
• Initiate Service recovery after a customer complaint
• Preparing and maintaining departmental schedules for all support services areas and troubleshooting scheduling concerns according to CUPE collective agreement
• Maintenance, upgrades, analytic, and roll out of the scheduling software
• Coordinate the department workflow using Connexall, Meditech, UKG Scheduling Software, Key watcher
• Identify automated system trends and highlight when service levels are not met
• Support payroll function
• Escalate and manage equipment issues or needs
• Data entry and maintaining data integrity in tracking systems
• Monitor and analyze the performance of assigned support services systems to provide reports
• Identify trends within role and recommend continuous improvement activities
• Update and maintain confidential records and files

Skills

Communication

Prioritization

Critical thinking

Education

High School Diploma; Admin Assistant Diploma

Tools

Meditech

UKG Scheduling

Connexall

Payroll timecards

Job description

Please Note: If you are a current Oak Valley Health employee, apply to this job via the internal Workday application.

Land acknowledgement: Oak Valley Health is honoured to provide care on the traditional and treaty territory of the Anishinaabeg, and acknowledge our closest Indigenous communities, the Chippewas of Georgina Island and the Mississaugas of Scugog Island. The land is encompassed within Treaty 13, Treaty 20, and the Williams Treaty. Today, this area is home to many diverse Indigenous Peoples, and we acknowledge the health disparities and barriers Indigenous Peoples face in accessing care. To support true healing, we are committed to understanding these challenges, learning from Indigenous knowledge, and taking action together to improve safe and equitable health care for current and future generations.

You encompass Oak Valley Health’s core values and live the words of respect, trust, commitment, compassion and courage You are a patient and/or client centered individual who performs at an exemplary standard You are a team player with excellent communication, critical thinking and prioritization skills

Who you are:

• You encompass Oak Valley Health’s core values and live the words of Respect, Trust, Commitment, Compassion and Courage
• You are a patient and/or client centered individual who performs at an exemplary standard
• You are a team player with excellent communication, critical thinking and prioritization skills

What we are looking for:

As a member of our team, you will be responsible for ensuring the systems supporting the coordination and facilitation of flow within the Facilities & Corporate Services Department are maintained. In this role you will utilize your goal-oriented, client centered approach to assist in the day to day operations including the monitoring, evaluation and assigning of resources within the portfolio. You are someone who can work in a fast paced environment and can prioritize multiple competing priorities and can critically problem solve to ensure that an efficient flow is maintained.

• Respond to customer service requests and direct as required, monitoring, tracking and dispatching support services calls as necessary
• Initiate Service recovery after a customer complaint
• Preparing and maintaining departmental schedules for all support services areas and troubleshooting scheduling concerns according to CUPE collective agreement (this will include tracking of vacation approvals, sick call replacements, shift vacancies, shift exchanges and vacation requests, posting available shifts on staff notification application, identify gaps and improvements within schedules and flag when additional staffing is required
• Maintenance, upgrades, analytic, and roll out of the scheduling software
• Exercise judgement and independence to coordinate the department work flow process, Connexall, Meditech, UKG Scheduling Software, Key watcher, Department Work routines
• Identifying automated system trends and highlighting when service levels are not met
• Supporting payroll function
• Escalating and managing equipment issues or needs
• Data entry and maintaining data integrity in tracking systems
• Monitoring and analyzing the performance of assigned support services systems to provide reports for appropriate leads and Managers
• Identifies trends within role and recommend continuous improvement activities
• Updating and Maintaining Confidential records and files

What you bring to the role:

• Secondary School diploma and completion of Community College Administrative Assistant Diploma or equivalent
• Support Services administrative experience
• Previous administrative experience within a support services environment
• Minimum 1 year relevant administrative hospital experience
• Recent experience with computerized scheduling and payroll timecards, preferably within Meditech 6.0 environment
• Proven MS office proficiency (Word, Excel and PowerPoint)
• Experience with coordination of a complex scheduling system
• Proven agility to facilitate and coordinate efficient flow of a busy work environment
• Demonstrated excellent organizational skills with ability to prioritize tasks and meet deadlines in a fast-paced environment
• Excellent customer service, interpersonal skills and conflict management
• Excellent written and verbal communication skills
• Excellent critical thinking skills with the ability to think independently to proactively anticipate the needs of the program
• Must demonstrate high initiative and efficiency
• Demonstrate a high degree of energy, enthusiasm, initiative, self direction and the ability to work independently or in a team environment with minimal supervision
• Demonstrates a high level of accuracy and attention to detail in work and be able to problem solve
• Demonstrated good attendance record with the ability to maintain this same standard
• Demonstrates a commitment to a healthy and safe workplace for self and other by taking all reasonable precautions and working in compliance with hospital related policies, health and safety legislation and best practices and completing relevant mandatory education as required

Work Schedule: Full-Time, Rotating Days (700-300pm) and Evenings (100pm-900pm) Please note schedules may change due to operational needs.

Compensation: BAND R Range: $32.48 - $38.78

Who we are: Oak Valley Health is one of Ontario’s leading community healthcare organizations. Across our two hospital sites (Markham and Uxbridge) a Reactivation Care Centre (RCC), a Community Health Centre (CHC), and Hospital-to-Home programs, we provide high quality, patient-centred care to more than 468,000 patients each year. We offer diagnostic and emergency services, and deliver clinical programs in acute care medicine and surgery, addictions and mental health, and childbirth and children’s services. We are also proud to be part of the Eastern York Region North Durham Ontario Health Team (OHT). Our 542 physicians, 35 midwives, over 3,000 staff and 1,000 volunteers serve patients and families with an Honoured to Care mindset, and are focused on delivering an extraordinary patient experience to the residents of Markham, Whitchurch-Stouffville, Uxbridge and beyond. We are dedicated to providing access to the right care, at the right time, in the right place by the right people and at the right cost.

Oak Valley Health Equity, Diversity, Inclusion and Belonging statement Oak Valley Health takes pride in serving some of Canada’s most diverse communities. We are committed to fostering an environment of equity and inclusivity where every person can work and receive care safely, openly and honestly. All qualified applicants will receive consideration and we encourage applications from Indigenous peoples, members of LGBTQ2+ communities, members of racialized groups, persons with disabilities, and all others who may contribute to the further diversification of Oak Valley Health. Furthermore, Oak Valley Health is committed to meeting the needs of all individuals in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. Should you require accommodations during the recruitment and selection process, please contact Human Resources. We are honoured to be recognized as one of Forbes Canada's Best Employers for Diversity. We ranked within the top 150 organizations across the country. Learn more about our commitment to EDIB. Oak Valley Health is one of Ontarioʼs leading community health care organizations. Across our two hospitals, Markham Stouffville Hospital and Uxbridge Hospital, as well as our Reactivation Care Centre, we deliver safe, high-quality care to more than 441,000 patients annually through diagnostic and emergency care services, clinical programs in acute care medicine and surgery, addictions and mental health, and childbirth and childrenʼs services. Oak Valley Health is proud to be part of the Eastern York Region North Durham Ontario Health Team. With over 600 professional staff, over 3,300 dedicated staff, and more than 900 active volunteers, we are committed to celebrating our people, fostering connections, and driving innovative growth. We provide integrated care for healthier communities and deliver an extraordinary patient experience through our honoured to care culture to residents of Markham, Whitchurch-Stouffville, Uxbridge, and beyond.