Scheduling Specialist - Centralized Staffing & Scheduling Office

UNKNOWN; Toronto; On-site; CAD 41,000 - 50,000; Full time

Job summary

CAMH is seeking a Scheduling Specialist to support staffing across inpatient units, Emergency Department, and Support Services. The role focuses on strategic scheduling decisions within ONA and OPSEU agreements, ensuring safe, cost-efficient staffing at all times.

Reporting to the CSSO Manager, you will partner with unit leaders, manage availability, publish schedules, and maintain system access in Oracle. Strong communication and confidentiality are essential in a unionized healthcare setting.

Qualifications

• Bachelor’s degree in a related field plus two years of related experience.
• Healthcare scheduling experience preferred, with exposure to unionized environments.
• Experience with scheduling and procurement software is an asset.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) required.
• Strong communication, analytical, and teamwork skills.

Responsibilities

• Build and maintain relationships with unit/department leaders to understand scheduling needs.
• Collect staff availability to support scheduling.
• Develop and publish unit/department schedules respecting agreements.
• Create/revise master rotations to optimize resource allocation.
• Input new hires into Oracle and maintain accurate staff profiles.
• Serve as primary contact for scheduling inquiries from leaders and staff.
• Attend patient flow and other meetings as required and communicate updates.
• Coordinate scheduling reports for requestors and stakeholders.

Skills

Scheduling

Communication

Analytical skills

Teamwork

Confidentiality

Education

Bachelor’s degree in a related field

Tools

Oracle

Microsoft Office

Job description

The Centralized Staffing & Scheduling Office (CSSO) serves all inpatient units, the Emergency Department, and Support Services (i.e., Food and Nutrition Services, Environmental Services, Security Services) with their staffing and scheduling needs. With a robust team operating from 0600-0000, 7 days per week, the CSSO supports staffing and scheduling activities across the hospital, working closely with staff and leaders to ensure unit and department needs are met, all while using a brand-new scheduling application (HIVE, powered by Oracle).

Reporting to the CSSO Manager and the Clinical Operations Coordination Leader, the full-time, temporary (1 year) Scheduling Specialist will play an integral role in ensuring that all in-scope unit/departments are staffed in an operationally safe and cost-efficient manner at all times. They will partner with the unit/department managers/supervisors in their assigned portfolio to make strategic scheduling decisions, in accordance with ONA and OPSEU Collective Agreements and applicable CAMH policies and legislation.

• Build and maintain relationships with unit/department leaders and understand their scheduling needs to ensure optimal scheduling outcomes
• Collect staff availability to support completion of schedules
• Develop and publish unit/department schedules in accordance with unit/department needs, as well as ONA and OPSEU Collective Agreements
• Create/revise master rotations to optimize resource allocation
• Address vacation/special requests approved by management
• Input new hires into Oracle, ensuring accurate role assignments and that system access is provided
• Maintain accurate staff profiles
• Serve as the primary and first point-of-contact for staffing and/or scheduling inquiries from leaders, front-line staff, and CSSO Scheduling Clerks
• Attend patient flow meetings and other meetings, as required
• Communicate staffing changes and updates, as required
• Coordinate the preparation of scheduling reports to requestors
• Maintain strong knowledge of the scheduling-related rules in the ONA and OPSEU Collective Agreements
• Liaise with CSSO, unit/department leadership, After-Hours Site Administrators, and People and Experience, as necessary, to resolve complex staffing and scheduling challenges
• Bachelor’s degree in a related field (e.g., business, psychology, social science, or health-related field) combined with two (2) years of related experience
• Demonstrated experience in healthcare scheduling with exposure to unionized environments
• Experience with scheduling and procurement software an asset
• Demonstrated proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Comfortable with technology and able to learn new software quickly
• Ability to maintain confidentiality and knowledge of privacy legislation
• Strong verbal and written communication skills
• Strong analytical and problem-solving skills
• Works well in a team environment
• Attention to detail, superior tact, diplomacy and sound judgement
• Sensitivity, skills and experience working with diverse teams and/or stakeholders
• Ability to interact professionally with patients, staff, and external contacts
• Excellent customer service skills
• Bilingualism (French/English) or the ability to speak a second language is an asset

Salary Range: $29.67 - $36.57 per hour

CAMH is a fully affiliated teaching hospital and research institute of the University of Toronto. As a CAMH employee, you will contribute to our mission by supporting teaching, research, and clinical care across the hospital.

CAMH is dedicated to equity, diversity, and inclusion. Our commitment is to foster a workplace, teaching, and learning environment that is inclusive, respectful, and free from discrimination or harassment.

CAMH strongly encourages applications from candidates who reflect the diversity of the communities we serve, including First Nations, Métis, and Inuit Peoples; Black and other racialized communities; LGBTQ2S+ communities; women; and people with disabilities, including those with lived experience of mental health and substance use challenges.

We welcome applicants from all backgrounds. Thank you to all who apply; however, only those selected for an interview will be contacted. If you require accommodations during the application or recruitment process, please let us know.