Project Coordinator, Staff Scheduling

Click here to apply as an internal applicant.

Company : IWK Health

Req ID: 160347

Department/Program: HR Information and Workforce Planning , People and Organization Development

Location: Flexible within the Zone

Type of Employment: Temporary Hourly FT long-assignment ( 100% FTE) until 31 January 2025 x 1 position(s)

Start Date: ASAP

Union Status: Non-union , Management/Non Union Bargaining Unit

Compensation: $ 28.8914 - $ 36.1142 /hour

Closing Date: 6 July 2023 (Applications are accepted until 23:59 Atlantic Time)

IWK Health is a respected academic health sciences centre located in Halifax, Nova Scotia, providing tertiary and primary care for two million children, youth, adults, and families each year across the Atlantic region. We have a team of approximately 4000 employees , physicians, volunteers, and learners at sites across Nova Scotia . People build careers with IWK Health with our focus on training and mentorship opportunities. We recognize each other’s talent and celebrate our successes. We collaborate in modern facilities or virtually from home, align our work to our values , and enjoy access to enhanced benefits and wellness programs. We are proud to support our patients, families, and communities and are grateful for the generous donor support we receive.

Promoting an anti-racist environment, and calling out discrimination as we work and provide care, is important to us. We are located in Mi’kma’ki, the unceded and ancestral territory of the Mi’kmaq people. Working in Mi’kma’ki and providing care to those across Atlantic Canada is a shared privilege with the original inhabitants who have lived here for many thousands of years prior to colonization. There are 13 First Nation communities across Nova Scotia and more than 50 historic African Nova Scotian communities that also have a long, deep, and complex history dating back over 400 years. We have the highest percentage of people with disabilities in the country. Nova Scotia has the highest proportion of transgender and non-binary people than any other province or territory in the country. We are active in our work to eliminate discrimination but have more work to do to build that trust, acknowledge our biases and reduce the barriers our diverse communities face. We want IWK Health to be a safe and supportive space of equity and belonging in the care we provide and the employment we offer. We welcome all interested persons who self-identify as Indigenous, Black/African Nova Scotians, Persons of Colour, Immigrants/Newcomers, Persons with Disabilities, 2SLGBTQIA+ to apply to support our goal for our workforce to be representative of the patients, families, and communities that we care for at all job levels.

The Opportunity

Reporting to the Manager of Human Resource Information & Workforce Planning, the Project Coordinator will be a key member of the team involved in the support, planning, design, and delivery of the provincial Workforce ESP project and solution, up to and including the rollout of new scheduling software at the IWK. The Project Coordinator will be responsible for participating in the redesign of business processes using a collaborative approach and will be asked to provide insight into current centralized scheduling processes and variations in unit practice as well as to provide recommendations and troubleshooting issues with regard to the documentation and implementation of the new standardized business processes.

Responsibilities May Include (but Are Not Limited To)

• Acting as a subject matter expert related to the Kronos Workforce ESP scheduling software as well as staff scheduling processes, schedule rotations, applicable collective agreement language, timekeeping impacts, relief assignments, and daily schedule management (leaves, shift swaps, on-call, OT, vacation, benefit hours, premium payments, etc.);
• Attend and participate in all project meetings, workshops, and training activities. Flexibility to meet workload demands as well as travel, as required.
• Prioritize, coordinate, and participate fully in ensuring that project deliverables are met;
• Participate in the training and implementation of Vocantas software;
• Gather and document existing IWK scheduling processes, both within the Central Staffing Office as well as the IWK at large;
• Participation in the development and delivery of training modules as they relate to the various phases of the project;
• Participation and collaboration with the application of the LEAN framework, method, and tools to overall staff scheduling at the IWK;
• Act as a key contact and resource to both internal and external stakeholders pertaining to the current Kronos Workforce ESP environment and de-centralized staff scheduling processes at the IWK;
• Participate in new staff orientation;
• Participation in both the design and implementation phases, in which current IWK scheduling processes are both documented and discussed and new, standardized processes are established;
• Working with the manager and other project team members to map out change processes, track progress towards goals, identify obstacles and solutions, and participate in needs analyses to achieve those goals;
• Other project-related duties as required;

Hours of Work

Monday to Friday; 37.5 hours per week

Your Qualifications

• Minimum High School Diploma or GED required.
• Demonstrated ability to create and use spreadsheet applications (Excel) and other Microsoft Office software required.
• Demonstrated strong interpersonal communication and collaboration skills required.
• Experience developing and delivering presentations and training materials.
• Graduate of a recognized office administration program required.
• Strong analytical skills required to quickly assess situations.
• Aptitude to make decisions using sound judgment.
• Excellent organizational skills and attention to detail required.
• Flexibility to meet workload demands required.
• Ability to work independently with excellent self-direction skills.
• Experience with Kronos Workforce ESP.
• Demonstrated accurate keyboarding and data entry skills required.
• Competencies in other languages are considered an asset.
• Minimum of two (2) years related experience required; in a health care setting preferred.
• Working knowledge of medical/laboratory terminology is an asset.

T hank you for your interest in IWK Health.

Please note that we only contact applicants selected for interview/testing. If we invite you to participate in an assessment process (such as an interview or testing) you have the right to request accommodation. Please discuss your needs when invited to the assessment process.

This is a Management/Non Union bargaining unit position. Preference is given to bargaining unit employees for unionized positions. Successful applicants changing unions, bargaining units, or employment status, are advised to seek clarification regarding their seniority, benefits, vacation entitlement, and/or usage before accepting the position.

An offer of employment is conditional upon the completion and satisfactory results of all applicable background checks and confirmation of credentials. Additionally, as per Nova Scotia’s COVID-19 Vaccine mandate, any offer of employment will be conditional upon submitting proof of full vaccination status. Medical exceptions or any other kind of requested exception based upon the Health Centre’s obligations pursuant to the Nova Scotia Human Rights Code will be considered on a case-by-case basis

I f you are an employee of IWK Health , please apply through the internal careers page to ensure you are flagged as an internal applicant.