Scheduling System Specialist

Please Note: If you are a current Oak Valley Health employee, apply to this job via the internal Workday application.

Land acknowledgement:

Oak Valley Health honours the traditional territory of the closest Indigenous communities, the Chippewas of Georgina Island and the Mississaugas of Scugog Island. The Haudenosaunee and Anishinaabe have lived, worked and existed on this land from time immemorial. This land is covered by Treaty 13 signed with the Mississaugas of the Credit, and the Williams Treaty signed with many Mississauga and Chippewa bands.

Who you are:

• You encompass Oak Valley Health’s core values and live the words of respect, trust, commitment, compassion and courage
• You are a patient and/or client centered individual who performs at an exemplary standard
• You are a team player with excellent communication, critical thinking and prioritization skills

What We Need:

The Scheduling System Specialist reports to the Patient Care Manager, Access and Flow, and is responsible for the configuration, maintenance and data accuracy of the scheduling and timekeeping application UKG Pro Dimensions, and is responsible for recommending and implementing system improvements to ensure optimal system performance.

Responsibilities include:

• Liaise with internal stakeholders to troubleshoot or problem solve system related errors.
• Work with stakeholders in the planning and delivery of new enhancements
• Identify changes impacting people, process or technology and work with stakeholders to manage change
• Ensure reporting structure, department structure and employee makeup is current
• Update data and provide guidance on data maintenance and integrity in the timekeeping system in relation to labour levels, org maps departments and jobs, lookup tables, transfer sets, etc.
• Provide and maintain UKG security access and provide guidance
• Open and manage tickets, work with applicable groups on resolution
• Audit information and data through managing processes, templates, and workflow to ensure consistency and data integrity.
• Conduct quality audits and develop quality management and quality assurance standards
• Manage the data integration between the HRIS system (Workday) to UKG to the payroll system (Meditech) to ensure seamless functionality
• Configure and maintain UKG time keeping and time scheduling modules to align with organizational policies, compliance requirements, and HRIS-sourced data.
• Oversee and manage proposed changes to scheduling system such as functional centers, staff schedules, timekeeping policies, ensuring seamless implementation and ensure alignment with operational requirements.
• Prepare reports for various stakeholders using data from various sources
• Design, build, and maintain custom and standard reports within the UKG system, focused on timekeeping and scheduling data.

Participate in and provide support to working groups and committees:

• Lead or provide support in the investigations relating to system functionality and performance and provide best practice information or solutions.
• Provide best practice guidance and expertise to Timekeeping & Scheduling team members to facilitate standardized and efficient use of the UKG system.
• Establish, promote and maintain positive and effective working relationships with external partners (vendor, other hospitals and user groups). Act as the primary contact for resolution of system issues with partners as directed.

Provide frontline support:

• Partner with and collaborate with subject matter experts to support system training
• Other duties as assigned.

What you bring to the role:

• Post-Secondary Diploma in Administration, Business, Finance, Human Resources. (or equivalent experience in scheduling and staffing ideally.)
• Minimum 2 years experience in system administration
• Minimum 5 years experience scheduling or timekeeping in a unionized environment
• SAP, SQL and VBA coding is considered an asset
• Quality related certification or project management considered an asset
• Experience in configuring and managing UKG systems, specifically time keeping and time scheduling modules.
• Strong proficiency within the UKG Pro platform, including reporting tools and data analytics.
• Familiarity with data integration between workforce management and HRIS systems
• Strong understanding of workforce management principles and compliance requirements.
• Proven experience consulting on technology solutions and building business requirements and process improvement
• Demonstrated analytical, strategic thinking, and problem-solving skills
• Proven project management skills- Effective planning, time management, and organization skills.
• Proven flexibility and ability to adapt positively to change, deadlines and shifting priorities.
• Strong attention to detail.
• High level of initiative and self-direction.
• Strong interpersonal and relationship-building skills.
• Excellent communication skills for collaboration with stakeholders
• Proficiency in Excel and data visualization tools (e.g., Power BI, Tableau) is a plus.
• Knowledge of compliance and labor law requirements as they relate to workforce data.

Work Schedule:

Monday - Friday

Please note schedules may change due to operational needs.

Who we are:

Oak Valley Health is one of Ontario’s leading community healthcare organizations and includes Markham Stouffville Hospital, Uxbridge Hospital, and our Reactivation Care Centre. We provide high quality, patient-centred care to more than 468,000 patients each year.

As a result of the COVID-19 pandemic, all successful candidates are required to provide proof of COVID-19 vaccination prior to employment. In order to provide fair & equitable accommodation, you must submit supporting medical exemption documentation or an affidavit detailing why your religion prohibits you from receiving the COVID-19 vaccine.