Scheduling Coordinator

Tabor Village; Abbotsford; On-site; CAD 50,000 - 65,000; Full time

Job summary

Tabor Village is seeking a Scheduling Coordinator to manage all scheduling workflows, interpret HEU and BCNU contracts, and maintain employee information with accuracy and confidentiality.

The role requires coordinating union and non-union staff, liaising with payroll, and ensuring schedule updates are communicated promptly while upholding PIPEDA standards. This position supports hospital and care home units within the organization.

Qualifications

• Grade 12 or administrative diploma preferred.
• 2 years in a similar scheduling role or equivalent.
• Experience with Scheduling Software is an asset.
• Knowledge of federal/provincial legislation related to human resources.
• Proficient MS Excel, Word, and Outlook.
• Experience with COMVIDA scheduling software is preferred.
• Experience working in a health care setting is an asset.
• Knowledge of BCNU and HEU contracts is an asset.
• Strong interpersonal and communication skills.

Responsibilities

• Creates and maintains employee files with contact details, availability, and hours.
• Manages all scheduling for union and non-union staff across units.
• Notifies HR of changes to employee status and handles vacation/leave requests.
• Allocates relief staff to cover vacancies and distributes daily schedules.
• Maintains timekeeping records and liaises with payroll.
• Ensures scheduling data security per PIPEDA regulations.
• Gains proficiency with the EMS Comvida software and trains new staff.
• Performs other duties as assigned.

Skills

Attention to detail

Time management

Communication

Interpersonal skills

Discretion / confidentiality

Team player

Education

Grade 12 or administrative diploma preferred

Tools

COMVIDA

MS Excel

MS Word

Outlook

Job description

JOB TITLE: Scheduling Coordinator

DEPARTMENT: HR-SCheduling

REPORTS TO: HR MANAGER

Job Summary

At the direction of the Scheduling Lead, the Scheduling Coordinator carries out responsibilities in the following areas: managing all scheduling processes, HEU and BCNU contract interpretation, employee information tracking, and file creation and maintenance.

The HR Administration Assistant is a Tabor Culture champion and leads the organization by Engaging with our staff and other Tabor stakeholders, creating positive Experiences for them and Empowering them to deliver on the mission and vision of Tabor.

Duties & Responsibilities

• Creates and maintains employee files such as names, addresses, phone numbers, availability for work, suitable work area and hours worked.
• Responsible for all aspects of staff scheduling for union employees at Tabor Home and Valhaven, and for all employees at Tabor Court.
• Notifies Human Resources of changes to employee status.
• Allocates and calls in relief staff to fill vacancies resulting from unfilled positions, vacations, leaves of absence and sick leaves in accordance with applicable collective agreements; distributes relief staff schedules to unit(s)/department(s) daily and bi-weekly.
• Receives and processes requests such as vacation, leaves of absence, overtime, and shift exchanges by preparing appropriate documentation, forwarding to appropriate authority for approval and notifying employees of any changes in schedules, approved or denied requests.
• Maintains timekeeping records for staff and submits to payroll; liaises with payroll regarding employee enquiries and adjusts as required.
• Ensures all scheduling and employee data is secured according to PIPEDA legislation.
• Undertakes necessary training and education, to be fully proficient working with the Comvida software program (EMS), to the point of gaining the ability to train new staff, and to complement role as main scheduler and gain ability to train new staff.
• All other related duties as assigned.

Education, Training and Experience

• Grade 12, diploma in an administrative field preferred.
• 2 years’ experience in a similar role or equivalent education and training.
• Previous experience in using Scheduling Software is an asset.
• Knowledge of human relations related to federal and provincial legislation and regulations.
• Highly proficient computer skills including MS Excel, Word, and Outlook
• Previous experience using Scheduling Software (COMVIDA) is preferred.
• Experience working in a health care setting an asset.
• Knowledge of BCNU and HEU contracts is an asset.
• Good interpersonal skills with ability to deal with all types of people effectively.

Skills And Abilities

• Willingness to promote Tabor Village Mission and Values.
• Detail oriented with strong organizational skills.
• Excellent time management.
• Excellent communication skills, verbally and in writing.
• Ability to have positive attitude and agreeable to taking direction.
• Good interpersonal skills with ability to deal with all types of people effectively in person and over the telephone.
• Physical ability to carry out the duties of the position.
• Ability to manage stress and workplace change.
• Ability to be flexible.Li"
• Ability to maintain confidentiality, use tact and diplomacy, and comply with all regulatory requirements.
• Demonstrated ability to attend work on a regular basis.
• Legally entitled to work in Canada.
• Ability to provide a clear Criminal Record Check.

Working Conditions

• Fast paced work requiring attention to detail while subject to frequent interruptions
• Situations involving conflict or undesirable interactions
• Physical demands include but are not limited to lifting, standing, walking, pushing and pulling.