Scheduling Assistant

Mayfair Diagnostics; Calgary; Hybrid; CAD 52,000 - 78,000; Full time

Benefits offered by this job

Health benefits

RRSP matching

Hybrid work schedule

Vacation and sick time

Job summary

Mayfair Diagnostics is hiring a Scheduling Assistant in Operations to coordinate staffing for all clinics and support clinical teams. The role focuses on staffing modalities appropriately, managing sick calls, holidays and training, and communicating changes to clinic managers and staff.

The successful candidate will be detail oriented, highly organized, capable of multi-tasking, and able to adapt to evolving scheduling needs. A hybrid work schedule and performance bonus program are offered.

Qualifications

• Post-secondary education from a recognized institution.
• Detail oriented and highly organized with the ability to multi-task.
• Willingness to take calls after hours as needed.
• Demonstrated ability to coordinate people and tasks, meet deadlines and follow up.
• Previous scheduling and/or diagnostic imaging experience is an asset but not required.
• Maintain confidentiality in handling sensitive information.
• Proficiency with Outlook, Word, Excel and PowerPoint.

Responsibilities

• Scheduling staff and managing sick calls, holidays, leaves and training.
• Liaises between clinic managers and modality coordinators regarding staffing needs.
• Communicates scheduling changes and updates vacation tracking.
• Assists with workflow optimization and resolving scheduling conflicts.
• Ensure shift minimums for casual and part-time staff.
• Implement RIS processes and use HRIS for reporting and tracking.
• Organize staffing for evening and weekend services.
• Note trends in staff attendance.

Skills

Scheduling coordination

Detail oriented

Highly organized

Multi-tasking

After-hours availability

Communication

Confidentiality

Microsoft Office

Education

Post-secondary education

Tools

Outlook

Word

Excel

PowerPoint

Job description

Position Title: Scheduling Assistant, Operations

Position Purpose:

Mayfair Diagnostics. MayfairDiagnostics mission is to provide the highest quality of diagnostic services to our clients, in partnership with hospitals and community practitioners. This is achieved through attracting and developing outstanding clinical and support staff, investing in state-of-the-art technology, and improving access by leveraging our digital network.

This position is responsible for a wide variety of scheduling coordination for all clinics and is to support clinical teams by consistently ensuring that modalities are staffed appropriately. The scheduling assistant must have a thorough understanding of the staffing requirements, employee skillsets, and clinic templates. The successful candidate will have an adaptive mindset and be able to respond to evolving needs to ensure appropriate support is in place.

Position Reporting:

The Scheduling Assistant reports directly to the Senior Manager, Operations

What's in it for you:

• Competitive compensation package, annual salary reviews, and participation in an annual performance bonus program
• Comprehensive health and dental benefits
• RRSP matching program to support your long-term financial goals
• Generous vacation and paid sick time and hybrid work schedule
• A collaborative and supportive leadership team that values innovation and continuous improvement
• Opportunity to contribute to strategic initiatives, process optimization, and systems enhancements
• A stable organization with a strong reputation and long-term growth trajectory

Duties and Responsibilities:

• Scheduling/Employee Relations
• Receives and manages sick calls
• Places staff for holidays, illnesses, leaves of absence, and training
• Liaises between clinic managers and modality coordinators regarding staffing needs
• Communicates with staff regarding scheduling changes
• Maintains, updates, and communicates vacation request tracking
• Assists with workflow and scheduling conflicts
• Ensures shift minimums for casual and part-time employees are met
• Uses creative solutions to resolve scheduling issues
• Implements RIS processes such as blocking templates, moving patients
• Uses HRIS for reporting purposes, skillset tracking, document storage
• Organizes staffing for evening and weekend services
• Notes and communicates trends in employee attendance

Qualifications:

• Post-secondary education from a recognized institution
• Detail oriented, extremely organized, hard worker
• Ability to multi-task and a sense of urgency
• Willingness to take call after hours on an as needed basis
• Demonstrated ability to coordinate people and tasks, meet deadlines, and follow up
• Previous scheduling and/or diagnostic imaging experience a strong asset but not required
• Ability to establish/maintain satisfactory work relationships with staff
• Ability to maintain confidentiality
• Proficiency in the application of software programs (Outlook, Word, Excel, PowerPoint)
• Demonstrated skill in respectful, diplomatic and tactful communication
• Demonstrated ability to remain calm when communicating in difficult situations.
• The hours of work may vary and availability to take calls after hours as needed is required.

Working Environment:

• Requires use of the phone, computer and sitting for extended periods of time
• Normal movements of twisting, bending, reaching and using hands and arms in completing paperwork and administrative tasks
• May be required to lift items up to 3 kilograms
• Must be prepared to work flexible hours as required to complete duties during non-business hours
• Travel to other Mayfair clinics may be required. Current clinics are in Calgary and area and Saskatchewan, but this may evolve over time.