Scheduler

About Optima Living
Founded in 2007 by two friends inspired by their families’ dementia journeys, Optima Living was created to provide a more home-like experience in seniors housing and care. What began as a personal mission has grown into one of Western Canada’s leading senior living and continuing care providers.
 
Today, Optima Living offers Independent Living, Assisted Living, Supportive Living, Long-Term Care, Brain Health, and Memory Care across Alberta and British Columbia. Our innovative approach includes Spark, Your Wellness, Your Way; our proprietary brain health and care model. As the only Top 10 Canadian senior living and care provider focused exclusively on Western Canada, we proudly serve more than 6,000 residents.
 
Guided by our North Star, Let us welcome you home™, we are committed to People, Place, and Community. With a resident-first philosophy and a focus on innovation, we are redefining aging with purpose creating communities where seniors live with dignity, connection, and joy.

Position Summary  
Reporting to the Central Scheduler, the Scheduler is responsible for coordinating, maintaining, and updating employee schedules to support safe, consistent, and uninterrupted care delivery within the community. This role manages planned and unplanned staffing changes, allocates relief coverage in accordance with organizational policies and collective agreements, maintains accurate scheduling and payroll-related records, and prepares staffing reports for leadership. Working closely with community leadership, Human Resources, Payroll, and Labour Relations, the Scheduler ensures timely communication, staffing compliance, and operational continuity while upholding confidentiality, safety, and regulatory standards.  

All duties and responsibilities are carried out in alignment with Optima Living’s mission, vision, and values, promoting person-centered care by respecting the uniqueness, dignity, and self-determination of residents to promote maximum personal and functional independence. These duties are performed within the framework of established organizational policies and procedures, industry best practices, while adhering to applicable regulations and standards.  

Responsibilities 

• Receives and processes employee absence notifications, including illness and other unplanned absences, and communicates required information to the appropriate unit or function.
• Allocates and contacts relief staff to fill vacancies arising from unfilled positions, vacations, leaves of absence, and sick leave, in accordance with organizational policies and applicable collective agreements.
• Maintains and updates schedules in the designated staffing and scheduling systems, ensuring accuracy, completeness, and alignment with approved staffing plans.
• Processes approved scheduling-related requests, including shift changes, vacations, and leaves of absence, ensuring required documentation is complete and authorized by Human Resources.
• Monitors and manages staffing program activity, including posting shifts as they are filled and communicating the status of filled and unfilled shifts to community leadership.
• Prepares and distributes daily and after-hours handover reports to designated community leaders, identifying staffing issues, unresolved vacancies, and operational concerns.
• Maintains accurate staffing and call-out records, including relief staff availability, contact information, hours worked, and updates records as required.
• Completes scheduling edits that impact payroll, including missed time swipes and schedule adjustments, and submits required information to Payroll within established timelines.
• Communicates and collaborates with community leadership, Human Resources, Payroll, and Labour Relations regarding staffing requirements, scheduling issues, and collective agreement considerations.
• Promptly reports unsafe conditions, incidents, or concerns to supervisor, General Manager or Health & Safety Committee. 
• Identifies maintenance issues and reports them following established maintenance procedures. 
• Responds promptly during emergency codes in alignment with organizational standards and protocols. 
• Contributes to quality improvement initiatives by sharing ideas and providing feedback. 
• Demonstrates knowledge of and compliance with Occupational Health and Safety regulations. 
• Ensures adherence to infection control policies and procedures through regular audits, observations, and investigations. 
• Maintains strict confidentiality of resident medical and personal information in accordance with privacy legislation. 
• Completes orientation upon hire and annual mandatory education as assigned. 
• Supports new team members through their orientation process. 
• Participates in team meetings and stays informed on relevant internal communications. 
• Performs other duties as required to support operational needs.  

Qualifications & Experience  

• Completion of a recognized post-secondary program is an asset.
• Minimum of three (3) years experience in a scheduling role.  
• Proficient in scheduling systems and Microsoft Office applications.
• Knowledge of collective agreements, labour standards, and staffing compliance is an asset.
• Experience in a residential care or mental health environment is an asset. 
• Ability to communicate in an approachable and respectful manner with the temperament to deal tactfully and cooperatively in all interactions
• Strong written communication skills with the ability to present professional documents with clarity. 
• Demonstrates the ability to effectively organize, prioritize and problem solve.  
• Ability to work independently and in cooperation with others. 
• Ability to manage and resolve difficult and challenging situations effectively and respectfully. 
• Physical and mental ability to carry out the duties of the position including adherence to provincial health legislations. 
• Ability to safely operate equipment according to established protocols. 
• Computer literacy skills required. 
• Flexibility to work a variety of shifts.   

Conditions of Employment 

• Clear Police Information Check 
• Clear Vulnerable Sector Check 
• Successful completion of all mandatory Provincial Health Requirements