Scheduling Co-ordinator (Succession Planning) EX20-596

Employment Opportunity Notice:  EX20-596

Reporting Location: 960 Notre Dame Avenue

Permanent Position
(Succession Planning)

Start Date to Follow Selection Process

The Resident Care Section, Long Term Care Services Division, Community Development Department of the City of Greater Sudbury, requires a Scheduling Co-ordinator.  The successful candidate must possess the qualifications and perform the duties, as set out below. The current range of pay for this position is $2,353.40 to $2,772.70 bi-weekly.

Main Function:    

Co-ordinate the scheduling and job posting processes for all Full Time and Part Time Employees using guidelines established by Pioneer Manor’s Corporate Policies and the Ontario Nurses’ Association and Canadian Union of Public Employees Local 148 Collective Bargaining Agreements and CGS Practices and Policies.


Under the general supervision of the Manager of Resident Care.

  1. Responsible to ensure all shifts are scheduled using a computerized scheduling system and are in accordance with the guidelines established in Pioneer Manor’s Corporate Policies, the ONA and CUPE Local 148 Collective Bargaining Agreements and CGS Practices and Policies.
  2. Supervise Scheduling Clerks and provide direction and overall co-ordination of activities related to scheduling.  Recruit, supervise, train, conduct performance appraisals and discipline in accordance with CGS's Practices and Policies.
  3. Prepare and modify monthly schedules using computerized software and post in accordance with Collective Bargaining Agreements.  Generate master schedules and daily roster.
  4. Act as Kronos Administrator, including resolution of software issues and configuration.
  5. Train all Pioneer Manor Staff in the use of scheduling modules that relate to their duties.
  6. Process requests from Employees for specified paid holidays, vacation and shift exchanges.
  7. Fill vacancies resulting from illness, leaves of absence, vacation, etc., in accordance with Collective Bargaining Agreements and policies.
  8. Set up and monitor tracking methods that provide detailed staffing statistics to support Ministry of Long-Term Care (MOLTC) funding requirements, and to assist Managers with budget monitoring.
  9. Co-ordinate and administer the job posting process for all vacancies in accordance with applicable Collective Bargaining Agreements and CGS recruitment and hiring policies.
  10. Respond to questions about shift schedule, shift exchanges, vacations, postings, and provide clarification on policies regarding scheduling and postings.
  11. Keep up-to-date line listing for all job classifications.
  12. Prepare the annual vacation schedule in accordance with established guidelines and resolve any conflicts.
  13. Liaise with appropriate staff to ensure continuity and accuracy in the overall scheduling and job positing functions.
  14. Work closely with the Rehabilitation and Claims section of  Human Resources and Organizational Development in regards to WSIB, short term disability and modified/return to work programs.
  15. Develop and maintain a thorough working knowledge of CGS's Safety Manual and the applicable Provincial Legislation listed therein.
  16. Perform other related duties as required.


Education and Training:

  • Successful completion of a Diploma in Human Resources, Business Administration or a directly related discipline from a Community College with Canadian accreditation. 
  • Successful completion of scheduling software  configuration training and advanced scheduling training modules.


  • Minimum of two (2) years related experience performing Human Resources functions including the preparation and maintenance of work schedules in a unionized environment. 
  • Minimum one (1) year experience functioning as a scheduling software  Administrator in a large unionized environment, including work with the set-up and configuration processes.

Knowledge of:

  • Applicable legislation and related regulations.
  • Best practices within areas of responsibility.

Abilities to:

  • Demonstrate superior ability to work with microcomputer software and administrative systems in a Windows environment (e.g. file maintenance, work processing, spreadsheet applications, information input and retrieval, etc.).
  • Demonstrate organizational and administrative skills.
  • Demonstrate effective interpersonal skills in dealing with people.
  • Demonstrate ability to understand and apply policy and collective bargaining agreement language.
  • Demonstrate supervisory skills and experience.
  • Understand and meet the needs of customers.
  • Balance conflicting demands from stakeholders.

Personal Suitability:

  • Mental and physical fitness to perform essential job functions.


  • Excellent use of English; verbally and in writing.
  • French verbal and written skills an asset.


  • Provide, at own cost, a Criminal Record Check.
  • Provide, at own cost, a Two-step Mantoux Test (TB).
  • Provide, at own cost, N-95 Mask Fit Testing.

Note: A Criminal Record Check will be requested by the Hiring Manager should you be the candidate of choice.  Please do not submit your Criminal Record Check with your application.

Leadership Competencies:

Tactical Coordination and Direction (I):


Competency Definition

Level Definition


Take a creative approach to problems or issues, “think outside the box”, go beyond the conventional, and explore creative uses of resources.

Level 3: Proposes innovative ideas

Judgment and Decision Making

Make sound decisions involving varied levels of complexity, ambiguity and risk.

Level 2: Assimilates and interprets data to make competing decisions


Work and communicate collaboratively within City of Greater Sudbury to create alignment within and across teams and groups.

Level 3: Collaborates beyond one’s area

Customer/Citizen Focus

The desire to work closely with internal and external customers to meet and exceed their expectations.

Level 2: Addresses underlying customer/stakeholder needs

Planning, Coordination & Execution

Plan and coordinate work to achieve desired results on a consistent basis.

Level 3: Coordinates activities involving others within one’s team

Holding Self & Others Accountable

Hold others accountable to execute to high standards of excellence and hold themselves accountable to the same or higher standard.

Level 3: Monitors performance and gives corrective feedback


Inspire others to work toward common goals by engaging and empowering them, and providing clarity and direction.

Level 2: Optimizes team effectiveness

Commitment to Continuous Learning

Continuously develop and enhance one’s own and others’ personal and professional skills, knowledge and abilities.

Level 4: Models a learning orientation


Adapt and work effectively within a variety of situations, and with various individuals or groups.

Level 2: Applies rules flexibly

Interpersonal Communication

Communicate effectively by reflecting on verbal and non-verbal behaviour, being attuned to the needs, perspectives and sensitivities of others and acting with them in mind.

Level 3: Effectively uses empathy

Managerial Courage/Integrity

Acting with integrity, ensuring one’s actions are consistent with City of Greater Sudbury’s values and expectations.

Level 2: Is publicly candid with the team, acting with integrity consistent with one’s beliefs

Leadership Presence

Develop and maintain a sense of presence and emotional maturity and have an inner confidence that one can succeed and overcome obstacles.

Level 3: Demonstrates personal courage

For more information on leadership competencies, please see our Leadership Competency Dictionary.

How to Apply:

Qualified candidates should submit their résumé in confidence by Monday, November 30, 2020 at 4:30 PM by: e-mail to: or facsimile number: 705-688-3979.  Any application received after this deadline will not be considered. Please reference the Employment Opportunity number (EX20-596) on your resume.

For further instructions on how to apply to this position, please visit our How to Apply section.

The City of Greater Sudbury is dedicated to maintaining a fair and equitable work environment, and welcomes submissions from all qualified applicants.

Personal information submitted will be used for the purpose of determining suitability for this competition only in accordance with The Municipal Freedom of Information and Protection of Privacy Act. 

All applicants are thanked for their interest in this position.  Only those selected for an interview will be contacted. If contacted, and you require a disability related accommodation in order to participate in the recruitment process, you must advise the Hiring Manager.