Scheduling Assistant

Scheduling Assistant 

Kelowna, British Columbia | Permanent Full-Time, Part-Time & Casual 

The Opportunity 

At Baptist Housing, every day is an opportunity to help our seniors experience life well in supportive communities. As a member of our team, you can enjoy a fulfilling career while working in a collaborative environment where support for you is prioritized.
As a Scheduling Assistant in the Kelowna region, you will play a vital role in supporting our long-term care, assisted living, and independent living communities. You will ensure that all vacant shifts, including sick calls, vacations, leaves of absence, and shift swaps are managed efficiently and in alignment with collective agreements and organizational policies. Your work directly contributes to safe, empowered environments where seniors can live their best lives.
 

About The Role 
*We currently have availability for full time, part-time and casual positions

Reporting to the Scheduling Manager, the Scheduling Assistant is accountable for coordinating and filling all team member vacancies across designated communities. This role requires strong attention to detail, sound judgment, excellent communication skills, and the ability to manage competing priorities in a fast-paced healthcare environment.
You will also contribute as an active member of the People & Culture team, supporting attendance management initiatives, maintaining confidential records, and promoting a culture of service, safety, and collaboration.

Key Responsibilities 

Scheduling & Staffing Coordination

• Receive and respond respectfully to all scheduling communications (vacancies, illness, injury, vacation requests, availability updates, shift swaps)
• Prioritize and fill vacant shifts in compliance with collective agreements and coverage requirements
• Support the internal posting process, including preparing postings, reviewing applicants, and transitioning team members into awarded lines
• Review, validate, and audit scheduling transactions each pay period
• Resolve timecard discrepancies and ensure payroll accuracy
• Maintain accurate scheduling, attendance, and team member records

Attendance Management & Reporting

• Track and maintain absence documentation
• Compile attendance data and develop statistics to support the Attendance Management Program
• Coordinate and communicate graduated return-to-work plans, accommodations, WorkSafeBC absences, and related programs
• Generate reports and provide scheduling statistics as requested

Communication & Team Collaboration

• Maintain professional verbal and written communication with team members, managers, and partners
• Share relevant information in a timely and appropriate manner
• Participate actively within the People & Culture team
• Navigate conflict constructively using values-based approaches
• Contribute to team objectives and continuous improvement initiatives

Health & Safety Leadership

• Promote and model safe work practices
• Identify hazards and support corrective action
• Foster a culture of workplace health, safety, and organization

Professional Development

• Attend approved training opportunities
• Support special projects and additional duties reflective of individual strengths

Requirements 

• Minimum Grade 12 education 
• At least 2 years of scheduling experience, preferably in a healthcare setting 
• Experience interpreting and applying collective agreements 
• Typing speed of 50 wpm 
• Proficient in Microsoft Word, Excel, and Outlook 
• Strong communication, organization, and time management skills 
• Ability to work independently and collaboratively in a dynamic environment 
• Demonstrated discretion and confidentiality in handling sensitive information 

About You 

You are compassionate, detail-oriented, and motivated by a desire to serve. You have a calm and professional demeanor, especially in fast-paced or high-pressure situations. Your strong interpersonal skills allow you to build positive relationships with team members and leaders alike. You embrace challenges, take initiative, and find joy in ensuring the right people are in the right place at the right time 
 

Compensation & Benefits 

This casual position offers an hourly wage range of $27.00 to $30.00 and welcomes you into a warm, supportive environment where your contributions are truly valued and appreciated.  
 

Baptist Housing Careers 

Our Promise to You 

At Baptist Housing, every day is an opportunity for you to help our seniors experience life well in supportive communities. As a member of our team, you can experience a fulfilling career while working in a collaborative environment where support for you is prioritized. Joining Baptist Housing means becoming a part of a committed and compassionate team that strives to create a warm and relational community where you can confidently bring your whole self to work, knowing that your contributions are valued and recognized. Our people and our values are what set us apart, and together we make a meaningful difference in the lives of our residents. 

Why Work at Baptist Housing? 

• Meaningful Service: Your work matters! You can make a real impact on the lives of our residents. Your role is both fulfilling and purposeful. 
• Supportive & Fun Community: We're more than colleagues. Experience a supportive, safe and fun environment where we take our work seriously, but not ourselves. 
• Recognition & Appreciation: Experience appreciation events and receive recognition awards through our team programs