Scheduling and Attendance Coordinator

Extendicare; Howrah; On-site; INR 3,032,344 - 4,380,053; Full time

Job summary

Extendicare Beauclaire in Ottawa, ON seeks a Scheduling and Attendance Coordinator to manage work schedules, track attendance, and ensure all unfilled shifts are covered to support resident care.

The role reports to the Operations Manager and requires experience with Workday or similar cloud-based scheduling systems, plus strong communication and data-analytic skills. This is a full‑time, on‑site position within a caregiving environment.

Qualifications

• Post-secondary diploma or certificate in office or business administration, bookkeeping, accounting or equivalent work experience managing employee time and attendance.
• Experience working with seniors in long-term care or healthcare is an asset.
• Ability to work in a fast-paced environment with changing priorities and tight deadlines.
• Experience with Workday, PointClickCare or other cloud-based scheduling software preferred.
• Strong communication and interpersonal skills with internal and external stakeholders.
• Knowledge of office equipment and Microsoft Office Suite.

Responsibilities

• Actively assign employees work schedules and maintain staffing schedules for all departments at the facility using Workday Scheduling System.
• Manage all vacant schedules due to absences and requests, including LOAs and terminations.
• Coordinate staff coverage for unfilled shifts by contacting employees and staffing agencies.
• Validate and reconcile hours worked for payroll approvals and submissions.
• Assist with leave administration and resident administration processes as needed.
• Provide administrative support to the Operations Manager and participate in labour-management discussions.

Skills

Workday Scheduling System

Time and attendance tracking

Staff scheduling

Liaising with stakeholders

Data analytics

Payroll knowledge

Education

Post-secondary diploma in office administration

Diploma in bookkeeping or accounting

Tools

PointClickCare

Microsoft Office

Call Multiplier

Job description

Scheduling and Attendance Coordinator – Extendicare Beauclaire

Extendicare is a leading provider of care and services for seniors throughout Canada. Through our network of over 115 senior care and living centers and home health care operations, we are committed to delivering quality care to meet the needs of a growing seniors’ population.

Applications are invited for the permanent full‑time position of Scheduling and Attendance Coordinator at Extendicare Beauclaire, a 320‑bed facility located in Ottawa, ON. The role reports to the Operations Manager and is responsible for maintaining work schedules, tracking time and attendance for all scheduled employees at the LTC facility, and ensuring all unfilled shifts are covered to support smooth operations and quality of resident care. The coordinator may also 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 facility using Workday Scheduling System.
• Manage all vacant schedules due to employee absences, including unplanned absences, vacation requests, LOAs and terminations.
• Schedule staff coverage for any unfilled shifts by reaching out to employees and staffing agencies, utilizing Call Multiplier to coordinate outreach.
• Validate and reconcile scheduled hours worked by employees through daily reports; capture activities in time blocks accurately and ensure actual time is reflected for payroll approvals and submissions; submit validated hours to payroll.
• Assist 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, and 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.
• Provide administrative, coordination and communication support to the Operations Manager.
• Act as a strategic resource and/or member of the bargaining committee representing the employer.
• Serve as a 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 is an asset.
• Ability to work in a fast‑paced environment with changing priorities, demonstrating exceptional time‑management skills and performing well under pressure with tight deadlines.
• Demonstrated technical knowledge and experience working with Workday, PointClickCare or other cloud‑based software (preferred).
• Strong communication and interpersonal skills with internal and external stakeholders.
• Knowledge of office and computer equipment.
• 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 skills with high attention to detail; critical thinker.
• Pro‑active and solution‑focused, with the ability to foresee issues and correct them before they become large.
• Knowledge of Occupational Health & Safety practices, principles, and legislation.

In Ontario, Extendicare, ParaMed Home Health Care, and affiliated organizations including our partner homes in Extendicare Assist accommodate the needs of job applicants throughout its recruitment and selection processes in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. Accommodation needs must be provided in advance.

Time Type
Full time

Compensation Details
Compensation will be discussed during the recruiting process. Base salary is one component of our broader total rewards package, which includes a comprehensive suite of benefits to support health, financial well‑being, and long‑term career growth.