FT - Administrative Assistant (Scheduler 2)

Shepherd Village Inc.; Toronto; On-site; CAD 40,000 - 60,000; Full time

Job summary

An established industry player in senior care is seeking a dedicated Administrative Assistant to support their nursing department. This role involves scheduling staff, maintaining accurate records, and ensuring efficient communication among team members. With a commitment to quality care, the organization offers a supportive environment where your contributions will directly impact the lives of seniors. Enjoy a competitive salary and comprehensive benefits while working in a vibrant community that values its employees. If you are organized, detail-oriented, and passionate about making a difference, this opportunity is perfect for you.

Benefits

Comprehensive Extended Health Care

Dental Coverage

Employer Paid Life Insurance

Paid Sick Time

Vacation Time Plan

Matching Contributions to RRSP

Work-Life Balance Float Days

Location on Major Transit Line

Qualifications

• Certificate or diploma in Business or Medical Secretarial course required.
• Previous administrative and healthcare experience preferred.

Responsibilities

• Maintain staff schedules and ensure all shifts are filled as per policies.
• Liaise with HR for job postings and track assignments.
• Review and verify staff timecards for payroll processing.

Skills

Administrative Experience

Microsoft 365 Proficiency

Time and Attendance Systems

Communication Skills

Organizational Skills

Education

Certificate / Diploma in Business

Medical Secretarial Course

Tools

Microsoft Excel

Job description

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Organization Background

Shepherd Village is Toronto’s largest not-for-profit senior community and has been dedicated to the well-being of seniors since 1961. We’re committed to meeting the changing physical, spiritual and social needs of seniors through quality care and compassionate service. Everything we offer is designed to enhance the quality of life and peace-of-mind of our residents, and their family and friends.

Position Details

Shepherd Village is currently accepting applications from qualified candidates for the position of Administrative Assistant (Scheduler 2). This position is from 8 am to 4 pm and every other weekend.

What You Will Work On

Reporting to the Director of Care, the successful applicant will perform administrative and staff scheduling required by Shepherd Lodge Nursing Department, showing proficiency in general office and communication procedures, Word processing, spreadsheets, and computer programs, including Time and Attendance.

What You Can Expect From Us

• Great culture as confirmed by the Organization having received the Great Places to Work certification in October 2024.
• An opportunity to participate in and contribute to the work of the largest seniors care community in Toronto.
• Competitive compensation.
• Comprehensive Extended Health Care and Dental coverage.
• Employer paid Life insurance benefits; employee paid long-term disability insurance.
• Paid sick time.
• Vacation time plan plus additional float days each year supporting work-life balance.
• Matching contributions to a group RRSP.
• Location on a major transit line with a bus stop positioned at the Organization’s property.

How You’ll Create Impact

• Maintain efficient and effective performance in all aspects of the position, maintaining amicable relations with staff, residents, family members, and other responsible parties.
• Upload nursing Master schedules, create and post accurate staff schedules, ensuring all lines are filled as per collective agreements and SV policies and procedures.
• Organize replacement staff as required per the pre-scheduling and call-in procedures.
• Liaise with the Human Resources Department, advising when “lines” become vacant for job posting purposes and keeping track of postings and assignments (permanent and temporary).
• Review and verify hours in staff timecards to ensure the accurate processing of payroll and wages.
• Monitor the usage of nursing hours and report variances to the Director of Nursing.
• Review and confirm the accuracy of nursing agency invoices for approval signatures.
• Assist the Director of client care services when required.
• Take minutes of meetings, as assigned.
• Work alongside the Scheduler, ensuring all shifts are filled before shift change.
• Other duties as assigned.

Skills And Experience

• Certificate / Diploma in Business, Medical Secretarial course, or equivalent combination of education and experience.
• Previous administrative experience required.
• Previous healthcare experience preferred.
• Proficiency in Microsoft 365, especially Excel.
• Experience with Time and Attendance/Scheduling systems preferred.

How To Apply

Interested candidates should apply at: https://shepherdvillage.org/work-here/

Deadline: May 14, 2025

We thank all applicants for their interest; only those selected for an interview will be contacted.

We are committed to accessibility in the candidate application and selection process. Requests for accommodation can be made at any stage of the recruitment process, providing the applicant has met the bona-fide requirements of the vacant position. Applicants are asked to please make their accommodation requirements known when contacted.

Successful candidates must provide a complete and current (within six months prior to hire date) Vulnerable Sector Check (including a Criminal Background Check) or be willing to obtain one.