Staffing Scheduler

STAFFING SCHEDULER

Administrative Support

(2) Two Non-Unionized, Permanent Part-Time Positions

Friday-Sunday, 2:00pm -10:00pm 

Saturday-Sunday, 6:00am-2:00pm 

Compensation: $27.08/hour

About Cota

Cota is an accredited not-for-profit organization that has been providing community-based support to people living with mental health and cognitive challenges for over 50 years. At present, our wide array of services delivers much needed support to over 4,000 people/year who live with mental health challenges, psychogeriatric mental health conditions, acquired brain injuries, developmental disabilities, dual diagnoses and/or the experience of homelessness. These services include, but are not limited to, case management, supportive housing and adult day program services. A full listing of our services can be viewed on our website at  https://cotainspires.ca/

Cota is presently seeking a dynamic and innovative individual to join our amazing team in the capacity of the role outlined within this posting. Followed by our mission to support individuals with mental health and cognitive challenges to live well within their communities, we strive toward a vision of a supportive, inclusive society where everyone has the opportunity to thrive. If you feel you have the skills and qualifications to perform the duties of this role while consistently exemplifying Cota’s values Hope, Respect, Dedication, Equity, Accountability, Collaboration and Innovation, we would love to hear from you.

Role Overview 

The Staffing Scheduler is part of our back-office roles and reports directly to the Senior Director, People and Culture.  The Staffing Scheduler is responsible for making sure that staffing requirements for every work shift comply with both internal and external policies of Cota. Also, the Staffing Scheduler prepares and organizes work schedules for employees to make sure that the required/appropriate number of staff are on duty in every given work period/shift in a manner consistent with Cota’s Mission, Vision and Values.

About the Team

We are seeking an experienced Staffing Scheduler's to join our People and Culture team, working collaboratively within the Administrative Support unit. This team plays a key role in ensuring smooth scheduling operations across the organization. The  Administrative Support Team currently includes two Staffing Schedulers who report directly to the Senior Director of People and Culture.  

Primary Responsibilities:

The Staffing Scheduler’s responsibilities are primarily focused on performing various functions in making sure that work-schedules are assigned appropriately to employees and that the schedules are effectively carried out.

The Staffing Scheduler’s duties may involve, but not necessarily be limited to:

Staff Scheduling:

• Acts as the organization’s designated point of contact for staff scheduling matters (e.g., sick calls)
• Coordinates required shift coverage/back-fill in response to  ad hoc staffing shortfalls, in accordance with defined scheduling protocols and collective agreement language
• Informs respective managers of any scheduling changes
• Works with payroll to ensure compliance and tiles are correctly marked
• Works closely with managers and the People and Culture team to ensure coverage of all shifts
• Provides the on-call manager with reports of who can be called outside of business hours

Other Administrative Tasks:

• Part of the team responsible for scanning and inputting health record information for service users in the system
• Assist  project teams with data clean-up for migration to new systems
• Receives and processes referrals for  a variety of Cota programs  and services, as applicable
• Assists with answering incoming phone calls and redirecting to appropriate program/manager where required

Other Responsibilities:

• Observe Cota rules and regulations, policies, procedures, practices and current legislation, in particular, the Ontario Human Rights Code
• Comply with all Health and Safety policies and procedures to ensure every reasonable precaution is taken for the protection of workers and service users, and that health and safety concerns or incidents are responded to promptly
• Works cooperatively, respectfully and constructively with service users, Team members, management, other service providers, and external stakeholders
• Ensure that the confidentiality of service users, employees and Cota information is always maintained
• Undertakes other related and/or delegated duties, as assigned

Qualifications:

Education: 

• Completion of a College diploma program

Experience:

• One (1) to two (2) years of administrative/scheduling experience preferably in the not-for-profit sector

Knowledge & Skills:

• Demonstrated proficiency in various computer programs (e.g.,  MS Word, Excel, Outlook,)
• Comfort working within  various  database systems
• Excellent interpersonal and communication skills
• Excellent organizational skills
• Effective team  player
• Sound judgment
• Integrity

Application Details:

Please complete the application below before July 17, 2025 at 4:00pm. 

Cota is deeply committed to promoting diversity, advancing equity and fostering a culture of inclusion. We are respectful of each individual's dignity, unique experience, potential and protected rights under the Ontario Human Rights Code. As an equal opportunity employer, we are dedicated to ensuring our workforce reflects the diversity of the communities that we serve.

Benefits:

Upon successful completion of a three-month period of employment, permanent full-time and permanent part-time staff working more than 20 hours per week will be eligible for employer-paid group insurance benefits. These employer-paid benefits will include:  

• Extended health care 
• Life insurance 
• Accidental death and dismemberment insurance 
• Dental care 
• Travel assistance 
• Vision care 

Permanent full-time and permanent part-time staff working more than 20 hours per week are also required to enroll in employee-paid long-term disability coverage.

Additional Information:

Interview Process: Cota may choose to conduct parts/all of the hiring process virtually. Please note that as part of maintaining an agile workforce, all Cota staff may be required to be reasonably reassigned to support the operational needs of our essential services.

 Screening Process: Please note that Cota uses AI to screen potential applicants for all roles.

We would like to thank all those that apply; however, due to high volumes of interest, only those selected for an interview will be contacted. 

Thank you, Cota's HR Department.

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Hope, respect, dedication, equity, accountability, teamwork, and innovation are key values of Cota. We are dedicated to promoting a diverse and inclusive workplace, upholding dignity, and acknowledging each person's individual contributions and potential as an equal-opportunity employer. We uphold the Ontario Human Right Code and strongly encourage applications from people of color, women, Indigenous Peoples, people with disabilities, LGBTQ2S+ people, and others who provide various viewpoints. Cota ensures an accessible hiring process in line with the AODA principles, providing accommodations for applicants with disabilities. For any accommodation requests, please contact hr_recruitment@cotainspires.ca