Scheduler, Administrative​/Clerical

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 Skills4

Life. 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.

• Ensure each locations 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.
• Maintaining staffing and payroll processes utilizing Pay work. This includes assigning staff to new rotations/schedules under the direction of the Manager/Supervisors of the program.
• Placing calls to staff as required to cover unmet baseline requirements, short-term absences and workload.
• Placing calls to staff and offering additional shifts in accordance with applicable Collective Agreements.
• Cultivate relationships with The Link
  - Youth and Family Supports 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 (as applicable) 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 paywork system on behalf of Supervisors/Managers and where needed seek clarification from Supervisors/Managers for their programs timesheet.
• Generating 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

• Graduate of Business/Office Administration program, or equivalent preferred

• 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.

• Possess an understanding of the scheduling practices and general operational duties used in The Link facilities.
• Strong organizational skills; the ability to work effectively in a high volume and time sensitive environment in order 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…