Scheduling and Attendance Coordinator

Job Description

SCHEDULING AND ATTENDANCE COORDINATOR

Reporting to the Operations Manager, the Scheduling and Attendance Coordinator is responsible for maintaining work schedules and tracking time and attendance for all scheduled employees at a LTC facility. This role will ensure all unfilled shifts are covered to support smooth operations and quality resident care. In addition, the role may provide administrative support for the Operations Manager and/or Clinical Leadership.

RESPONSIBILITIES

• Actively assign employee work schedules and maintain staffing schedules for all departments at the home/facility using the Workday Scheduling System.

• Manage all vacant schedules due to employee absences, including unplanned absences, vacation requests, LOAs, and terminations.

• Schedule staff coverage for unfilled shifts by reaching out to employees and staffing agencies. Utilize Call Multiplier (open shift management tool) to coordinate outreach.

• Validate and reconcile scheduled hours worked by employees through daily reports. Capture activities in time blocks accurately. Ensure actual time is reflected for payroll approvals and submissions. Submit validated hours to payroll.

• Assist with leave administration activities, including completing forms, challenging claims, and liaising with WCB.

• Assist with new resident administration processes, such as entering residents into PCC, creating clinical charts, and liaising with families and the community.

• Order, receive, distribute, and store nursing supplies.

• Investigate Health and Safety incidents and administer incident reports.

• Conduct Joint Health and Safety meetings, record and post meeting minutes, and track corrective actions to closure.

• Provide administrative, coordination, and communication support to the Operations Manager and LTC facility leadership as required.

• Act as a strategic resource and/or member of the bargaining committee representing the employer.

• Serve as a member of the labour management committee representing the employer.

QUALIFICATIONS

• Post-secondary diploma/certificate in office or business administration, bookkeeping, accounting, or equivalent work experience managing employee time and attendance.

• Experience working with seniors in a long-term care setting or general healthcare industry experience is an asset.

• Ability to work in a fast-paced environment with changing priorities; exceptional time management skills; ability to perform well under pressure with tight deadlines.

• Technical knowledge and experience with Workday, PointClickCare, or cloud-based software preferred.

• Strong communication and interpersonal skills with internal and external stakeholders.

• Knowledge and experience with office and computer equipment.

• Proficiency in Microsoft Office Suite (Word, Advanced Excel, Outlook, PowerPoint, Teams).

• Working knowledge of HR, payroll, scheduling, and interpretation and application of collective agreement provisions.

• Strong data analytics skills with high attention to detail; critical thinker.

• Proactive, solutions-focused individual with the ability to foresee issues and correct them before they escalate.

• Knowledge of Occupational Health & Safety practices, principles, and legislation.

Time Type

Full time

Compensation Details

Compensation will be discussed during the recruiting process.

At Extendicare, we’ve spent more than 50 years dedicated to enhancing the quality of life for residents in our long-term care homes across Canada. When you join Extendicare, you become part of a compassionate, mission-driven team committed to creating a safe, supportive, and enriching environment for every resident we serve.​

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We provide competitive compensation that reflects the value of this role and the unique qualifications each candidate brings. Final salary offers are based on a variety of factors such as your skills, experience, education, and alignment with the responsibilities of this position.

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Base salary is one component of our broader total rewards package. We offer a comprehensive suite of benefits designed to support your health, financial well-being, and long-term career growth. Your recruiter can provide more details about our total rewards offerings during the hiring process.​

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We may use artificial intelligence (AI) tools to support certain stages of the recruitment process, such as reviewing applications, analyzing resumes, or assessing candidate responses. These tools assist our recruitment team but do not replace human judgment — every application is reviewed by a member of our team to ensure thoughtful and equitable consideration. If you would like more information about how your data is processed, please contact us.​

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Extendicare is committed to fostering an accessible, inclusive, and equitable hiring process. We gladly accommodate the needs of applicants throughout all stages of recruitment and selection upon request.​