We are seeking a detail-oriented and organized Scheduling Coordinator to support our Scheduling department at Assisted Living Southwestern Ontario (ALSO) in ensuring the smooth, accurate, and timely coordination of staff and client schedules within a dynamic 24/7 service environment. This role is ideal for someone with strong organizational, excellent attention to detail, and the ability to thrive in a fast-paced, ever-changing environment.
The successful applicant will be scheduled for the day shift. This is for an 18 month contract. This position offers the ability to work from home; however, the successful applicant must reside within Windsor-Essex County.
Under the general supervision of the People Systems and Optimization Manager, the Scheduling Coordinator for ALSO will have responsibilities and duties including, but not limited to the following:
Principle Activities and Requirements
1. Scheduling
- Establish, coordinate, and maintain client and employee schedules using digital software platforms.
- Input, revise, and update employee work and training schedules based on client needs.
- Implement schedule revisions in accordance with shift replacement protocols and the Collective Bargaining Agreement.
- Manage time-off requests and leaves of absence for frontline staff.
- Prepare and circulate monthly work schedules for all Scheduling and Client Data Operators (SCDOs).
- Coordinate SCDO time-off, vacation requests, and schedule changes.
- Maintain strong working knowledge of the CBA as it relates to scheduling and shift replacement.
2. Data Management
- Process, and enter client intake data and schedule changes, including additions and deletions, using Excel and home healthcare software.
- Process additions, deletions, and revisions to client and employee schedules.
- Ensure timely shift coverage for all frontline vacancies.
- In collaboration with Managers, receive and process absentee notifications requiring schedule revisions.
- Support Managers with timely and accurate fata maintenance in the scheduling platform.
3. Communication and Collaboration with Teams
- Maintain clear and consistent communication with the management and frontline teams to ensure accurate and timely scheduling and service delivery.
- Collaborate with management to resolve absentee events, service delivery issues, and schedule revisions.
- Support management in addressing staff and client concerns.
- Work alongside the Scheduling Manager to support daily operations of the Scheduling Office.
- Collaborate with Managers and staff to ensure efficient handling of service delivery issues, problems, and booking changes.
- Ensure managerial direction is accurately applied to schedule changes or service bookings.
- Support consistent and professional communication between Scheduling and operational teams.
4. Scheduling Office Coordination
- Prepare and assign daily work tasks to SCDOs.
- Provide onboarding, training, and support for new SCDOs.
- Help identify and arrange training opportunities for the Scheduling team.
- Assist in the smooth day-to-day functioning of the Scheduling Office, ensuring workflow efficiency.
- Support implementation of solutions to service delivery problems and schedule change scenarios.
Skill and Effort Factors:
What You Bring
- Post-secondary education in Administration or a related field.
- Proficiency in general information technology (IT) systems and Microsoft 365.
- Strong organizational, communication, and problem-solving skills.
- Ability to deliver high-quality customer service in a dynamic environment.
- Demonstrated ability to provide guidance, support, or task direction to other staff.
- Ability to interpret and apply the Collective Bargaining Agreement.
- Attention to detail and accuracy in data entry.
- Commitment to confidentiality and ethical handling of sensitive information.
- Clear Police Clearance.
Preferred Qualifications
- Proficiency with AlayaCare or other digital client and staff scheduling software.
- Familiarity with call center platforms.
- Experience in scheduling, workforce coordination or administrative support.
- Proficiency in both official languages or other languages is considered an asset.
Physical Demands:
This position is primarily mentally demanding rather than physically strenuous. However, the role does require the ability to perform certain physical tasks on a regular basis, including:
- Prolonged periods of sitting, especially during administrative work and meetings.
- Ability to work from home but must be located within Windsor and Essex county.
- Occasionally walking and standing.
- Repetitive movements such as typing, mouse use and other computer-related tasks.
- Light lifting or carrying office materials.
- Basic physical motions, such as bending, reaching and twisting may be required occasionally.
Why Join ALSO?
Inclusive Culture – Work in a diverse and welcoming environment where your voice matters.
Flexible Hours – Scheduling options that support your lifestyle
Professional Development – Access training, workshops, and growth opportunities to advance your skills and career
Supportive Work Environment – Join a team that values quality, respect, and collaboration
Employee Assistance Program – Confidential support for personal and professional challenges
Recognition and Rewards – Your contributions are valued and celebrated through formal and informal recognition programs
ALSO values the diversity of our team and the communities we serve. We strive to create a workplace where individual differences are respected, appreciated, and fully utilized. We encourage applicants from all backgrounds, especially those from underrepresented groups including disabled, Indigenous, male, and trans individuals.
We are committed to an inclusive and accessible work environment. Accommodations are available during the recruitment process and throughout employment, in accordance with applicable laws, to support dignity, independence, and equal opportunity. Please contact [email protected] should you require accommodations during the recruitment process.
This posting is for a current vacancy within our organization.
We may use artificial intelligence tools to support aspects of the recruitment process.
Pay: From $24.01 per hour
Benefits:
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care
Application question(s):
- Are you available to work days?
Experience:
- scheduling or call center: 1 year (preferred)
Location:
- Windsor, ON N9A 5S7 (preferred)
Work Location: Hybrid remote in Windsor, ON N9A 5S7
