Administrative Coordinator, Staffing Office Resource Team

Administrative Coordinator, Staffing Office Resource Team (Job ID: 9632)

POSITION SUMMARY:

This position provides essential staffing support to the hospital units, house floors, and other designated areas of Providence Healthcare. Staffing Office Administrative Coordinators collaborate closely with various members of the healthcare team—such as Patient Care Managers, After-Hours Managers, Resident Care Managers, clerical staff, health disciplines, and nursing—ensuring that each unit/house is adequately staffed for every shift.

Using computerized staffing systems, the Administrative Coordinator, Staffing Office, calls in and allocates relief staff, while also performing related staffing duties, including the input of payroll data.

MAJOR RESPONSIBILITIES:

• Receives notifications of absences from units/areas and communicates staffing needs.
• Collaborates with management, staff, and external stakeholders to ensure effective staffing solutions.
• Schedules staff in compliance with ONA and CUPE agreements.
• Follows staffing guidelines for non-unionized staff.
• Updates schedules with shift availability as needed, ensuring accuracy.
• Notifies units/areas of shift replacements and keeps them informed of staffing status.
• Collaborates with team members (Administrative Coordinators, Managers, RN-in-charge) to resolve staffing issues.
• Consults with appropriate managers for direction on staffing concerns.
• Reports staffing issues to relevant managers and directors.
• Assesses staffing needs for both weekdays and weekends/stat holidays in collaboration with clinical managers.
• Provides staffing information to Administrative Coordinators and Reception during off-hours for continuity.
• Logs all communication with employees, agencies, and units into Call Log database.
• Contacts agencies to request or cancel staff as needed, in accordance with contracts.
• Utilizes software to manage staff scheduling, create memos, develop forms, and maintain records.

QUALIFICATIONS/SKILLS REQUIRIED:

• Minimum Grade 12 education is required. Post-secondary certificate, diploma, or degree in any of the following areas preferred: Medical Office Administration, Health Information Management, Business Administration/Management, Healthcare Administration, Human Resources, and/or Office Administration/Clerical Studies.
• Previous clinical healthcare provider experience/training is an asset.
• Prior staffing and scheduling office experience a must.
• Prior supervisory or leadership operations experience an asset.
• Strong understanding of ONA and CUPE collective bargaining agreements an asset.
• Self-starter with excellent communication and interpersonal abilities.
• Sound judgment and critical thinking skills.
• Ability to organize work, meet deadlines, and work under pressure.
• Ability to work in a fast-paced team environment and manage conflict effectively.
• High attention to detail and strong data entry skills.
• Proficient with cell phones, pagers, fax, and phone systems.
• Excellent interpersonal and telephone skills.
• Strong computer skills and experience with word processing, spreadsheets, and databases; Microsoft Teams, Office, and Outlook proficiency required.
• Strong attendance and performance records required.
• Self-directed, flexible.
• Proven ability to collaborate, resolve conflict, and adapt in a dynamic environment.

Unity Health Toronto is committed to creating an accessible and inclusive organization. We strive to provide a recruitment process that is barrier-free and in compliance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. We understand that you may require an accommodation at any stage of the recruitment process. When you are contacted, please inform the Talent Acquisition Specialist and we will work with you to meet your accommodation needs. We want to emphasize that all accommodation requests are handled with the utmost confidentiality, respecting your privacy and dignity.