Scheduling & Attendance Coordinator - Full-Time Fixed Term - Medex

111000 Extendicare (Canada) Inc.; Ottawa; On-site; CAD 55,000 - 72,000; Full time

Job summary

Extendicare Medex in Ottawa, Ontario, is seeking a Scheduling and Attendance Coordinator for a 15‑month fixed‑term role. You will manage staffing schedules, track time and attendance, and ensure shifts are covered to maintain resident care quality.

You will also support payroll, LOAs, and leave administration. The role reports to the Operations Manager and requires strong MS Office skills, experience with Workday or similar systems, and the ability to work in a fast‑paced healthcare environment

Qualifications

• Post‑secondary diploma/certificate in office or business administration, bookkeeping, accounting or equivalent work experience managing employee time and attendance.
• Experience working with seniors in a long‑term care setting or healthcare experience is an asset.
• Ability to work in a fast‑paced environment with changing priorities and tight deadlines.
• Demonstrates proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams).
• Knowledge of HR, payroll, scheduling and collective agreement provisions.

Responsibilities

• Actively assign employees work schedules and maintain staffing schedules using Workday Scheduling System.
• Manage all vacant schedules due to absences, including unplanned absences, vacation requests, LOAs and terminations.
• Schedule staff coverage for unfilled shifts by contacting employees and staffing agencies.
• Validate and reconcile scheduled hours and submit validated hours to payroll.
• Assist with leave administration and PCC resident onboarding processes.

Skills

Workday scheduling

Time & attendance

Staff scheduling

Payroll reconciliation

Excel proficiency

Communication skills

HR knowledge

Education

Post-secondary diploma in office/admin

Tools

Workday

PointClickCare

Job description

Scheduling and Attendance Coordinator – Full-Time Fixed Term (15 Months)

Extendicare Medex Extendicare is a leading provider of care and services for seniors throughout Canada. Through our network of over 115 senior care and living centers as well as our home health care operations, we are committed to delivering care throughout the health care continuum to meet the needs of a growing seniors’ population in Canada. Our qualified and highly trained workforce of 23,700 team members are united by a dedication to quality care and by our vision of being the best provider of senior care and services in Canada.

Applications are invited for the Permanent Full-Time position of Scheduling and Attendance Coordinator at Extendicare Medex our 193‑bed home located in Ottawa, Ontario. Reporting to the Operations Manager, the Scheduling and Attendance Coordinator is responsible for maintaining work schedules, tracking time and attendance for all scheduled employees at a LTC facility. This role will ensure all unfilled shifts are covered to ensure smooth operations and quality of resident care at the facility. In addition, the role may provide administrative support for the Operations Manager and/or Clinical Leadership.

Key Responsibilities

• Actively assign employees work schedules and maintain staffing schedules for all departments at the home/facility using Workday Scheduling System.
• Manage all vacant schedules due to employee absences, including unplanned absences, vacation requests, LOAs and termination.
• Schedule staff coverage for any unfilled shifts by reaching out to employees and staffing agencies. Utilizes Call Multiplier (open shift management tool) to coordinate outreach.
• Validates and reconciles scheduled hours worked by employees through daily reports. Capture activities in time blocks accurately. Ensure actual time is reflected for payroll approvals and submissions. Submit validated hours to payroll.
• Assists with leave administration activities including completing forms, challenging claims, and liaising with WCB.
• Assist with new resident administration processes, such as entering residents into PCC, creating clinical charts, liaising with families and community.
• Order, receive, distribute, and store nursing supplies.
• Investigate Health and Safety incidents and administer incident reports.
• Conduct Joint Health and Safety meetings, record, and post meeting minutes, and track corrective actions to closure.
• Provides administrative, coordination and communication support to Operations Manager and other LTC facility leadership as required.
• Acts as a strategic resource and/or member of the bargaining committee representing the employer.
• Member of the labour management committee representing the employer.

Qualifications

• Post‑secondary diploma/certificate in office or business administration, bookkeeping, accounting or equivalent work experience managing employee time and attendance.
• Experience working with seniors in a long‑term care setting or general healthcare industry experience is an asset.
• Ability to work in a fast‑paced environment with changing priorities, have exceptional time management skills and to perform well under pressure with tight deadlines.
• Demonstrates technical knowledge and experience working with Workday, PointClickCare or cloud‑based software preferred.
• Demonstrates strong communication and interpersonal skills with internal and external stakeholders of the organization.
• Knowledge and experience with office and computer equipment.
• Demonstrates proficiency in Microsoft Office Suite (Word, Advanced Excel, Outlook, PowerPoint, Teams).
• Working knowledge of HR, payroll, scheduling; interpretation and application of collective agreement provisions.
• Strong data analytics with high attention to detail; critical thinker.
• Pro‑active and solutions focused individual with ability to foresee issues and correct them before they turn into large issues.
• Knowledge of Occupational Health & Safety practices, principles, and legislation.

Time Type Full time Compensation Details

Compensation will be discussed during the recruiting process. At Extendicare, we’ve spent more than 50 years dedicated to enhancing the quality of life for residents in our long‑term care homes across Canada. When you join Extendicare, you become part of a compassionate, mission‑driven team committed to creating a safe, supportive, and enriching environment for every resident we serve. We provide competitive compensation that reflects the value of this role and the unique qualifications each candidate brings. Final salary offers are based on a variety of factors such as your skills, experience, education, and alignment with the responsibilities of this position. Base salary is one component of our broader total rewards package. We offer a comprehensive suite of benefits designed to support your health, financial wellbeing, and long‑term career growth. Your recruiter can provide more details about our total rewards offerings during the hiring process. We may use artificial intelligence (AI) tools to support certain stages of the recruitment process, such as reviewing applications, analyzing resumes, or assessing candidate responses. These tools assist our recruitment team but do not replace human judgment — every application is reviewed by a member of our team to ensure thoughtful and equitable consideration. If you would like more information about how your data is processed, please contact us.

Equal Opportunity and Diversity

Extendicare is an equal opportunity employer committed to respectful and inclusive hiring practices. We welcome all applicants, including those from equity‑deserving groups, including Indigenous peoples, women, people with disabilities, and visible minorities. Extendicare is committed to fostering an accessible, inclusive, and equitable hiring process. We will gladly accommodate the needs of applicants throughout all stages of the recruitment process upon request and in accordance with applicable legislation. If you require support during any stage of the process, email us at [e-mail]. We acknowledge that the care we provide across Canada occurs on lands that have been cared for by many Indigenous peoples for generations. We recognize First Nations, Inuit, and Métis Peoples and their enduring connection to this land, and the importance of respect and cultural safety in the work we do.

Extendicare is a leading provider of care and services for seniors across Canada, operating under the Extendicare, ParaMed, Extendicare Assist, and SGP Purchasing Network brands. We are committed to delivering quality care to meet the needs of the growing seniors’ population, inspired by our mission to provide people with the care they need, wherever they call home. We operate a network of 99 long‑term care homes (59 owned, 40 under management contracts), deliver approximately 14.0 million hours of home health care services annually, and provide group purchasing services to third parties representing approximately 153,600 beds across Canada. Extendicare proudly employs approximately 23,000 individuals and manages an additional 5,000 joint venture employees, all of whom are highly qualified, trained and dedicated team members and passionate about providing high‑quality care and services to help people live better.

Our Mission

To provide people with the care they need, wherever they call home.

Our Vision

Everyone in Canada has access to the care and support they need to live their best lives.

Our Values

We embrace every person for the individual they are. We care for each person as we would our own family. We collaborate with others because we achieve more together. We are relentless in our efforts to improve. We respect the resources entrusted to us.