Scheduling Coordinator

STATUS: Casual

LOCATION: 662 Main Street (or Work-From-Home if requirements are met)

DEPARTMENT: Human Resources

REPORTS TO: Human Resources Coordinator

About The Company

Main Street Project (MSP) is a community health Centre with a mandate to address the social determinants of health which give rise to issues of addiction, physical and mental health issues and homelessness. MSP uses housing-first and harm reduction principles in the provision of a safe, respectful and accessible place for individuals who are experiencing homelessness or at risk of homelessness in the community. Since 1972, MSP has been providing a range of services to Winnipeg's most marginalized residents, including emergency shelter and nutrition services, drug and alcohol withdrawal management services, health advocacy and support, case management services, housing support services, food bank services and a mobile community outreach program.

Are you seeking a career where you can be part of a dynamic, diverse team, and where the mission is centered around ensuring everyone has access to a safe environment that promotes dignity, respect, and self-determination? Main Street Project is committed to developing impactful and meaningful solutions that drive positive changes in our community. The work you do here will have a lasting, meaningful impact on those we serve.

At Main Street Project, we believe that the best work happens when diverse minds come together. We believe in building and fostering an inclusive workplace where everyone feels valued and respected. Our commitment to diversity, including embracing Truth & Reconciliation, Decolonization and Anti-Oppression, is embedded in our culture and drives the success of the organization. Our team is made of talented individuals from various backgrounds and life experiences, creating a rich tapestry of perspectives.

Job Summary

Reporting to the Human Resources Coordinator, the Scheduling Coordinator is responsible for the coordination of scheduling MSP staff in accordance with program needs, staff/client ratios. The scheduling coordinator is responsible for ensuring that staffing requirements are met consistently, creating and maintaining work schedules, and collaborating with program managers to address staffing shortages. This role involves responding to inquiries from staff and program managers, maintaining accurate attendance records, and ensuring compliance with collective agreements. The role requires strong communication, problem-solving skills, and the ability to maintain confidentiality and foster positive relationships across teams.

Key Responsibilities

• Ensures that staffing requirements for each shift are filled, ensuring consistent delivery of program services
• Prepare and organize work schedules ensuring the required number of staff are on duty in every given work shift
• Respond to call from employees that will be absent from work or leaving early and immediately problem solving staffing shortages Maintain scheduling and attendance records
• Answers inquiries from front line staff pertaining to scheduling and staffing, escalating any unresolved concerns to management Respond to scheduling related requests from program managers
• Collaborate with program managers during staff shortages to ensure minimal staffing numbers are met in program areas.
• Verify employee work hours with MSP's payroll department on a regular basis
• Report any form of inconsistency and/or scheduling-related issues in a timely manner being sure not to incur under or overpayment of wages to employees.
• Responsible for accurately entering staff information into a database and updating it as required
• Ensure the scheduling of staff adheres to the Collective Agreement
• Communicates to staff any changes to their working day through various methods of communication.
• Create, maintain, and organize schedules for front line staff
• Perform maintenance of all statistics and reports related to staffing and scheduling
• Fosters a strong day to day working relationship with the scheduling coordinator team and program manager team; demonstrates a strong understanding of the program schedules, staff planning and resources within each program area
• Develops a strong working relationship with the payroll and human resources department to ensure effective delivery of responsibilities
• Maintain a good working relationship with staff keeping them informed and ensuring transparency of scheduling decisions made Embody MSP's Mission, Vision and Values in day-to-day work
• Contributes towards a culture where staff feel informed, valued and empowered to give their best
• To ensure that confidentiality and discretion is maintained in the management of staff and participant information
• Provides staffing, scheduling and payroll support to the HR (human resources) department
• Promotes good interpersonal relations between all programs
  
  

Knowledge, Skills & Abilities

• Must have excellent communication skills, especially verbal/oral communication; able to communicate information in a clear and effective manner.
• Excellent interpersonal skills combined with the ability to resolve conflict and negotiate.
• Be able to multi-task and also display a high level of flexibility
• Able to process, analyze, evaluate, and synthesize facts about an issue so that a decision or judgement can be made; gather information by observing and asking questions.
• Possess good coordination and analytical abilities, has a keen eye for details so as to be able to avoid and/or rectify conflicting schedules
• Excellent computer skills, ability to use web-based scheduling software and MS Office applications.
• Strong customer service skills
• Good administrative and organizational skills, ability to set priorities and manage time effectively.
• Ability to work independently
• Ability to interpret and provide guidance regarding Collective Agreement and employment contract provisions.
• Ability to compile, maintain, analyze and compare necessary staffing reports using scheduling software Ability to maintain confidentiality and apply all applicable Privacy Legislation.
• Understanding of budgetary constraints and impact on staffing.
• Ability to handle pressure situations and meet varied and unexpected demands
• Takes initiative, and demonstrates tact, diplomacy and respect
• Demonstrates understanding of cultural competence
  
  

CONDITIONS OF EMPLOYMENT

• Fast paced environment with occasional high pressure or emergent situations.
• Frequent sitting, use of computer, keyboard and phone.
• Work hours are subject to change in order to meet MSP's operational needs to ensure coverage during all hours of operation.
• This role offers the option to work from home if the employee: Has a private, quiet space to work and maintain confidentiality, has the ability to attend occasional on site meeting if required, and is able to communicate through teams, email and phone
  
  

VALUES & COMPETENCIES

Ability to embody Main Street Project’s Core Values:

• Reducing Harm
• Truth & Reconciliation
• Anti-Oppression
• Trauma-Informed
  
  

Key Competencies:

• Collaboration
• Innovation
• Service Excellence
• Results Oriented/ Accountable
• Analytical Approach
• Planning
• Problem Solving
• Decision Making
• Verbal Communication
• Written Communication
• Negotiation
• Developing External Relationships
• Crisis Management
  
  

Main Street Project recognizes the importance of building a workforce that is reflective of the community it serves, where culture, language and perspectives drive a high standard of care and service. Therefore, preference will be given to Indigenous people and those who reflect the people/population we serve. Applicants are asked to self-declare in their cover letter along with describing how they meet the above qualifications.

We thank all applicants but only those selected for an interview will be contacted