Staffing & Scheduling Coordinator

Summary

Reporting to the Lead, Human Resources – Hope to Health, The Staffing & Scheduling Coordinator coordinates the day-to-day staffing, scheduling and timekeeping activities required to support continuous service delivery at the Hope to Health Research & Innovation Centre. The position administers approved staffing models, rotations and schedules for unionized and excluded employees and ensures related records and payroll inputs are accurate and timely.

Education:

• Post‑secondary education in Human Resources, Business Administration, Health Administration, or a related field (diploma or certificate required).
• A bachelor’s degree in Human Resources, Business Administration, Health Administration or a related field is an asset.
• A minimum of three (3) years of recent, related experience in staffing, scheduling, or workforce administration within a health care or similarly complex environment.
• Demonstrated experience working in a unionized environment, including the application of collective agreement provisions related to staffing and scheduling.
• An equivalent combination of education, training, and experience may be considered.

Skills and Abilities:

• Working knowledge of staffing and scheduling practices for both unionized and excluded roles within a healthcare or similarly complex environment.
• Demonstrated ability to apply Nurses’ Bargaining Association (NBA) and Health Sciences Professionals Bargaining Association (HSPBA) collective agreement provisions to day‑to‑day operational staffing and scheduling decisions.
• Ability to manage high‑volume, time‑sensitive work while maintaining accuracy and compliance.
• Effective conflict management and de‑escalation skills in fast‑paced, high‑pressure operational environments.
• Ability to identify staffing, scheduling, or system‑related discrepancies and support corrective actions.
• Ability to support process documentation, standardization, and operational improvements.
• Technological proficiency using scheduling, timekeeping, and workforce systems (e.g. ESP Kronos, And Go, MyTime).
• Working knowledge of Human Resources principles, applicable collective-agreement provisions and employment requirements relevant to staffing, scheduling and timekeeping.
• Ability to operate effectively within unionized and complex organizational environments, as applicable to the role.
• Strong organizational, time‑management, and prioritization skills.
• Excellent written and verbal communication skills, with the ability to communicate professionally with a variety of stakeholders.
• High level of integrity with demonstrated ability to maintain confidentiality and exercise sound judgment.
• Ability to work both independently and collaboratively as part of a multidisciplinary HR and operations team.
• Strong attention to detail and commitment to accuracy in all aspects of work.
• Adaptability and willingness to support organizational change, system implementation, and evolving practices.
• Proficiency with Microsoft Office applications, including Word, Excel, PowerPoint and Outlook. Intermediate Excel skills are required, and advanced Excel skills are preferred.
• Commitment to continuous learning, improvement, and professional development.

• A competitive salary.
• Inclusive culture: We respect the diversity, dignity and interdependence of all persons. We value the cultural richness that our diverse workforce brings to the care of our equally diverse population of patients and residents.
• Meaningful impact: You will have the opportunity to work for an organization that is deeply committed to safeguarding of our surrounding environment by contributing to high quality care while promoting sustainable practices in your everyday work.
• A comprehensive health benefits package: including dental, vision, and life insurance as well as pension.

Your Day to Day:

Staffing and Scheduling Operations

• Coordinates daily staffing and scheduling activities for Hope to Health programs, including single‑shift and mass call‑outs, to ensure appropriate coverage for unionized and excluded roles.
• Administers approved vacations, statutory holidays, leaves, overtime, premiums and schedule adjustments in accordance with approved staffing guidelines and applicable collective agreements.
• Ensures approved employee leaves, accommodations and return-to-work arrangements communicated by the HR Generalist or Lead, Human Resources are accurately reflected in scheduling and timekeeping systems.
• Reviews staffing flowsheets, approved rotations and coverage plans to identify gaps, discrepancies or operational risks and coordinates corrective action with Clinical Operations and the Lead, Human Resources.
• Applies established NBA and HSPBA provisions and approved staffing guidelines to routine staffing and scheduling decisions. Questions requiring substantive interpretation, potential exceptions or labour relations advice are referred to the HR Generalist or Lead, Human Resources.
• Resolves routine staffing and scheduling issues within approved guidelines and escalates non-routine, high-risk or precedent-setting matters to the HR Generalist or Lead, Human Resources.

Timekeeping, Payroll Support, and Reconciliation

• Reviews and validates timecards and timekeeping records prior to payroll submission to ensure accuracy and completeness.
• Tracks, investigates, and resolves discrepancies related to overtime, premiums, statutory pay, and corrections, with an emphasis on reducing recurring errors.
• Prepares payroll‑related documentation and liaises with PHSA Payroll, PHC People Staffing, and BC CfE Human Resources to resolve issues in a timely manner.
• Documents Finance-related queries regarding cost centres, labour allocation, and staffing‑related cost tracking for review with the Lead, Human Resources.
• Maintains accurate records to support audits, reconciliations, and operational review.

Scheduling Systems and Data Integrity

• Maintains staffing and scheduling systems to ensure information accurately reflects approved staffing models, rotations, and operational requirements.
• Uses approved workforce scheduling and timekeeping systems, including ESP/Kronos, Andgo and MyTime, and supports approved system and process improvements.
• Works collaboratively with PHC People Staffing and internal stakeholders to ensure system configurations align with Hope to Health operations.
• Monitors data accuracy and the effectiveness of scheduling and timekeeping processes and supports appropriate corrective actions and improvements.
• Ensures consistent and accurate use of scheduling and timekeeping systems across Hope to Health programs.
• Collaborates with the HR Coordinator to reconcile employee status, position, leave and employment information across scheduling, timekeeping, payroll and BC-CfE workforce records.
• Communicates scheduling and timekeeping changes that affect employee records, benefits or employment transactions to the HR Coordinator for appropriate processing and follow-up.
• Partners with the Lead, HR Programs and Transformation on continuous improvement initiatives to staffing, scheduling and timekeeping tools, processes, controls and reporting.
• Provides operational requirements, testing support and user feedback for the configuration and improvement of approved workforce-management tools.

Staffing Guidelines, Rotations, and Documentation

• Maintains Departmental Staffing Guidelines and related reference materials based on changes approved by the Lead, Human Resources and Clinical Operations.
• Maintains approved master rotations and coordinates updates authorized by Clinical Operations and the Lead, Human Resources.
• Drafts, documents, and updates staffing and scheduling processes, including step‑by‑step procedures and reference materials.
• Supports the standardization of staffing practices and documentation to improve consistency and compliance.
• Provides guidance to managers on staffing processes, escalation pathways, and documentation requirements.

Liaison, Reporting, and Continuous Improvement

• Serves as the primary operational liaison for staffing and scheduling matters between H2H Clinical Operations, BC-CfE HR, PHC People Staffing, PHSA Payroll and Finance.
• Prepares regular and ad‑hoc staffing, scheduling, and utilization reports.
• Identifies trends, risks, and recurring issues related to staffing, payroll, or scheduling and brings forward recommendations for improvement.
• Maintains confidentiality and professionalism in all staffing, scheduling, payroll, and human resources‑related matters.

Additional responsibilities

• The Staffing & Scheduling Coordinator performs other related duties as assigned to support operational continuity and the effective delivery of HR services.

The BC-CFE is a world-renowned HIV/AIDS Centre with an innovative, low-barrier approach to healthcare delivery in clinical practice and an integrated group of research concentrations in Laboratory Sciences, Clinical Trials, Population Health and Epidemiology, Health Economics and Professional Education Programs. A multidisciplinary team of clinicians, including Physicians, Nurses, and peers, and researchers, including Health Economists, Epidemiologists, Clinical Researchers, Statisticians, Programmers, and Data Analysts, work collaboratively to improve the health of British Columbians with HIV and communities facing socioeconomic barriers in accessing healthcare.

We acknowledge that the BC Centre for Excellence in HIV/AIDS is located on the traditional, ancestral, and unceded territory of the Coast Salish Peoples, including the territories of the xʷməθkwəy̓əm (Musqueam), Skwxwú7mesh (Squamish), and Səl̓ílwətaʔ/Selilwitulh (Tsleil-Waututh) Nations.