Lead Scheduler

About The Link: Youth and Family Supports

For more than 90 years, The Link has helped youth and families on a journey to healing, hope and better lives. The organization is dedicated to walking alongside children, youth, and families as an inclusive community, strengthening and empowering a sense of being, pride, and purpose. With over 15 diverse programs, The Link has a community of caring staff that work together to provide support through a 24-hour crisis line, youth resource centres, emergency shelters, mobile crisis teams, specialized foster care, healing homes, job readiness supports, and Skills4Life. With a strong foundation within the community and a focus on connection, unity, and compassion, the organization provides a vital link for youth and families in the province of Manitoba.

About the Opportunity 

Reporting to the Manager, Administration and Payroll, Administration Services, the Lead Scheduler is responsible to assist with the management and effective operation of the Scheduling system. The Lead Scheduler is responsible for supervising and providing direction to schedulers regarding location schedules and temporary staff schedules.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Ensure location schedules are accurate, available online and posted three months in advance
• Complete and remain updated on tracking of sick and shift cancellation notifications
• Ensure Schedulers are effectively communicating sick and shift cancellation notifications to location Supervisors and Program Managers
• Manage casual employee availability by maintaining ongoing communication each month.
• Notify Human Resources of casual employee performance/attendance concerns; manage casual employee performance issues.
•  Cultivate relationships with The Link- Youth and Family Supports staff to foster a team first approach to staffing all locations while minimizing overtime accruals
•  Identify and prioritize must fill vacancies for shift workers, reallocating scheduled staff as necessary
• Maintain awareness of location specifics and support requirements for all locations
• Ensure Schedulers are identifying and completing job postings based on the needs of the location and current staff schedule
• Ensure accuracy when maintaining location master templates and changes to contracted shifts and shift structure
•  Identify and complete job postings based on the needs of the location and current staff schedule for casual pool.
• Review, analyze and action all job posting requests casual pool.
• Approve, deny and complete logs for all overtime on behalf of Supervisor and managers in the system after getting confirmation from Managers/Supervisors.
• Approve timesheets in Payworks system on behalf of Supervisors/Managers and where needed seek clarification from Supervisors/Managers for their programs timesheet.
• Categorize and action all communication to the Shift Email daily
• Update, review and distribute shift vacancies to staff
• Leverage new technology as available to enhance personal and team efficiency
• Review and process time off requests through Payworks for casual shift workers in accordance with policies.
• Review, process and forward to Supervisors personal leave & other leaves of absence requests
• Complete protected leave of absence forms for casual staff and forward to Human Resources for actioning
•  Assist Schedulers in coordination of float staff assignments
•  In conjunction with the Scheduler develop, implement, review and revise scheduling processes regularly
• Provide supervision, leadership, oversight and support to the Scheduling team. Evaluate and direct their work; develop their skill set; participate in selection of the Scheduler staff. Monitor scheduling staff adherence to legal, ethical and organizational standards of practice, ensuring quality of work; plan specific strategies and steps to address problems or deficits being exhibited in the work; recommend disciplinary action as appropriate.
• In peak periods the Lead Scheduler may be required to be on-call to support scheduling activities.
•  Other duties as assigned

QUALIFICATIONS

Education

•   Graduate of Business/Office Administration program, or equivalent preferred

Experience

•  Minimum of two years of experiencing supervising the work of others
• Minimum of three years of experience in a scheduling role
• Experience with scheduling systems is advantageous
•  Minimum of three years of experience in an administrative or operations role; experience in logistics preferred.

Knowledge, Skills and Abilities

• Demonstrated leadership skills and ability to work in a team environment
• Possess an understanding of the scheduling practices and general operational duties used in The Link facilities.
•  Strong organizational skills; the ability to work effectively in a high volume, high pressure and time sensitive environment in order to meet schedules and timelines
• Interpersonal skills using tact, patience and courtesy; ability to work cooperatively within a team environment. High level of professional maturity and self-presentation
• Strong time management and attention to detail.
• Proficiency in various software applications such as MS Office Suite & Payroll/Scheduler system.
• Ability to establish and maintain effective working relationships with supervisors, coworkers and the public.
•  The incumbent must be able to communicate effectively in person or over the phone, listen to instructions and participate in meetings.

SALARY RANGE:  $27.00 to $30.00 per hour, depending on experience. The Link offers group insurance and pension plans. 

HOURS OF WORK: 35 hours per week. Primary work hours will be during the daytime - Monday to Friday from 8:30 am to 4:30 pm with a one-hour unpaid lunch (please note this position is located on-site only). However, the role may require occasional evening or weekend work based on the needs of the organization.  

HOW TO APPLY: Applicants must demonstrate in their resume or cover letter how they meet the requirements of the position. Please submit a cover letter and resume (in Word or PDF format). Please note, a pool of eligible candidates from this vacancy may be created for future vacancies. 

APPLICATION DEADLINE: Open until filled. 

Accommodations are available for applicants with disabilities upon request. If you are contacted by The Link regarding a job opportunity, please know that you are welcome to request an accommodation at any point in the process. All information received regarding accommodations will be kept confidential.

The Link is an equal opportunity employer, Indigenous people, women, visible minorities and persons with disabilities are encouraged to apply. The Link is committed to developing and retaining a diverse workforce. We thank all applicants for their interest, but only those selected for an interview will be contacted.  For further information about our other employment and volunteer opportunities please visit our website www.thelinkmb.ca.

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