Scheduler - Full Time

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

The Scheduler manages location schedules and fulfills all tasks associated with this including, but not limited to, updating master templates and schedules, vacancy coverage and overtime requests. The position of Scheduler functions in a manner consistent with and supports the mission, vision and values of The Link – Youth and Family Supports.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Ensure each location's schedules are accurate, available online and posted three months in advance.
• Document sick and shift cancellations; communicate sick and shift cancellation to location Supervisors and Program Managers to follow up with appropriate staff.
• Maintain staffing and payroll processes utilizing Payworks. This includes assigning staff to new rotations/schedules under the direction of the Manager/Supervisors of the program.
• Place calls to staff as required to cover unmet baseline requirements, short-term absences and workload.
• Offer additional shifts in accordance with applicable Collective Agreements.
• Cultivate relationships with The Link staff to foster a team-first approach to staffing all locations while minimizing overtime.
• Identify and prioritize must-fill shifts, reallocating scheduled staff as necessary.
• Maintain awareness of location specifics and support requirements for all locations.
• Maintain location master templates noting changes to contracted shifts and shift structure.
• Update Supervisors and Payroll with payroll processing related changes as they occur.
• Approve, deny and complete logs for all overtime on behalf of Supervisor and managers in the system after getting confirmation from Managers/Supervisors.
• Categorize and action all communication to the Shift Email on a daily basis.
• 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.
• Approve timesheets in Payworks on behalf of Supervisors/Managers and seek clarification from Supervisors/Managers for their programs' timesheets as needed.
• Generate reports as requested by lead Scheduler or CEO/CFO.
• Handle tight deadlines and shifting priorities.
• In peak periods, the 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 experience in a scheduling role.
• Experience with scheduling systems is advantageous.
• Minimum of two years of experience in an administrative or operations role; experience in logistics preferred.

Knowledge, Skills and Abilities

• Understanding of the scheduling practices and general operational duties used in The Link facilities.
• Strong organizational skills; ability to work effectively in a high volume and time-sensitive environment 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.
• Ability to communicate effectively in person or over the phone, listen to instructions and participate in meetings.

SALARY RANGE: $18.00 to $22.00 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.