Job ID #32092: Scheduling Lead, Enterprise Time and Attendance System

Contribute to the City of Hamilton, one of Canada’s largest cities - home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometers of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being the best place to raise a child and age successfully. #BeTheReason

• Job ID #32092: Scheduling Lead, Enterprise Time and Attendance System


• Union: Non-Union


• Job Description ID #: 7892


• Close date: Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-city by 4:00 p.m. on July 22, 2026.


• Duration:  Up to 24 months


• Vacancy type: New position


• Internal applicants should apply with your work e-mail address. External applicants are considered only after the internal posting process has been completed. Only applicants chosen for an interview will be contacted.
  

SUMMARY OF DUTIES

Reporting to the Manager, HR Technology & Analytics, the Scheduling Lead is responsible for guiding the overall enterprise scheduling design and ensuring alignment with current operational practices across the organization.

This role serves as the functional lead and subject matter expert (SME) for workforce scheduling within UKG Pro Workforce Management (WFM), working closely with business SMEs to consolidate requirements and drive the design, configuration, optimization, and build of the UKG Scheduling solution. The Scheduling Lead will ensure that scheduling processes support operational efficiency, compliance with collective agreements and policies, and an optimal workforce experience.

GENERAL DUTIES

Lead the overall scheduling design, ensuring alignment with operational practices across all business units and advise stakeholders on best practices and system capabilities.

Partner with business SMEs to gather, harmonize, and prioritize scheduling requirements.

Guide the design and build of the UKG Pro WFM Scheduling solution, ensuring scalability and standardization.

Define and govern scheduling policies, workforce planning rules, and shift allocation strategies.

Ensure compliance with union agreements, labour laws, and organizational policies related to scheduling.

Establish governance for scheduling rules, policies, and configuration standards.

Lead configuration and maintenance of UKG Pro WFM Scheduling modules, including:

• Shift patterns, rotations, and templates.


• Scheduling rules, constraints, and qualifications.


• Workforce demand planning and labour forecasting

Optimize scheduling automation and workforce deployment capabilities.

Troubleshoot complex scheduling issues and drive resolution.

Partner with business units to align schedules with operational demands and service levels.

Analyse staffing requirements, workload trends, and forecasting data to optimize labour utilization.

Enable proactive workforce planning through forecasting and analytics.

Support real-time scheduling adjustments to address absences, overtime, and operational changes.

Collaborate with HR, Payroll, Operations, IT, and union stakeholders to validate scheduling solutions.

Facilitate design workshops, decision sessions, and requirement reviews.

Serve as liaison between project teams, business, and implementation partners.

Lead current-state assessments and future-state design of scheduling processes.

Drive process improvements to enhance workforce efficiency and employee experience.

Standardize scheduling practices across departments and business units.

Monitor and analyse workforce scheduling metrics (coverage, overtime, absenteeism, compliance).

Develop dashboards and reports using tools such as UKG Pro WFM Analytics, OTBI, or Power BI.

Provide insights to leadership to improve workforce planning, utilization, and decision-making.

Ensure scheduling processes integrate effectively with timekeeping, payroll, and HR systems.

Support troubleshooting of system integrations and data flows.

Lead scheduling-related testing (SIT, UAT) and validation cycles.

Support go-live readiness and post-implementation stabilization.

Provide advanced support for scheduling-related system issues.

Mentor HRMS Analysts and scheduling support staff.

Develop and deliver training programs for schedulers and operational leaders.

Promote system adoption and best practices across the organization.

Performs other duties as assigned which are directly related to the responsibilities of the position.

QUALIFICATIONS

• University degree in Human Resources, Information Systems, Business Administration, or related field or equivalent combination of education and relevant experience.


• Considerable experience in workforce scheduling and Workforce Management systems. Hands-on experience implementing or supporting UKG Pro WFM (Dimensions or Workforce Central), specifically scheduling module.


• Proven experience leading scheduling design for enterprise-scale implementations for large and complex organizations (3,000+ employees preferred). Experience in unionized or public sector environments is an asset.


• Experience working with HRIS/HCM systems (e.g., Oracle Fusion HCM).


• Deep knowledge and understanding of:

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  • Workforce scheduling and labour forecasting.
  
  
  • Shift planning, rotations, and coverage optimization.
  
  
  • Compliance with labour agreements and scheduling regulations.
  
  
  
  

• Proven ability to translate business requirements into system configurations. High attention to detail and ability to manage complex requirements.


• Experienced working with various tools, technologies, and modules within Oracle Cloud HCM, PeopleSoft HCM, and UKG Pro WFM. Experienced troubleshooting inbound and outbound integrations and an understanding of APIs or batch processing. Proficient with Oracle OTBI, PeopleSoft Query, UKG Pro Analytics, or other HCM reporting solutions.


• Experience in working with common technologies such as relational databases (MS SQL preferred), query languages like T-SQL, networking, and web technologies. Experience in working with analytical tools like MS Fabric, and Power BI is preferred.


• Understanding of Software Development Lifecycle (SDLC), testing methodologies, and system implementations.


• Previous experience working with sensitive information and holds a high regard for confidentiality. Knowledge of legislation and standards relevant to the position – Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), Employment Standards Act (ESA), Occupational Health and Safety Act (OHSA), and Accessibility for Ontarians with Disabilities Act AODA.


• Proven analytical and problem-solving abilities. Proactive and systematic troubleshooting abilities to investigate system issues and develop effective solutions. Able to break down complex problems and interpret large datasets to make sound, data-driven recommendations.


• Highly developed interpersonal skills with the ability to interact and communicate effectively at all organizational levels.


• Excellent writing and presentation skills, including the ability to analyse complex situations, distil issues, develop insights, and synthesize recommendations to present information in concise meaningful ways and in a non-technical manner.


• Has proven ability to build, manage and foster a team-oriented environment. Has the ability to develop, maintain, strengthen, and repair partnerships with others inside or outside of the organization to elicit cooperation.


• Excellent organizational, time management and multi-tasking skills. Works effectively under time pressure to meet deadlines, highly result driven, balance work priorities, and resolve problems in a timely manner.


• Strong project management skills, knowledge of change management concepts and strategies and ability to develop supporting tools and materials. Demonstrated experience in agile management or other related methods is considered an asset.

WORK CONDITIONS

• Hybrid (Remote/Home & Workplace) telecommuting work model-based role.


• Must be able to sit/stand for prolonged periods of time using video-based technologies.

HOURS:

35 per week

Disclaimer:

Be advised that Human Resources frequently audits resumes of internal/external applicants to ensure/validate information provided is consistent and trustworthy. Falsification of information provided at any time throughout the recruitment process may be grounds for disqualification, and for internal applicants, subject to discipline up to and including termination.

Terms:

The City is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes. Consistent with our Values and Corporate Culture Pillars, the City of Hamilton is committed to providing equitable treatment to all with respect to barrier-free employment and accommodation without discrimination. The City will provide accommodation for applicants in all aspects of the hiring process, up to the point of undue hardship.  If you have an accommodation need, please contact Human Resources as soon as possible to make appropriate arrangements.