Position: Unit Coordinating Assistant & Scheduling Coordinator
Status: Temporary Full Time (x4 months till January 2026)
Dept: Women’s and Children’ Program
Site: Credit Valley Hospital
Posted: August 29, 2025
Internal Deadline: September 5, 2025
Trillium Health Partners (THP) is one of the largest community-based acute care facilities in Canada. Comprised of the Credit Valley Hospital, the Mississauga Hospital and the Queensway Health Centre, Trillium Health Partners serves the growing and diverse populations of Mississauga, West Toronto and surrounding communities and is a teaching hospital affiliated with the University of Toronto.
Our Mission: A New Kind of Health Care for a Healthier Community
Our Values: Compassion, Excellence, Courage
Our Goals: Quality, Access, Sustainability
Our Enablers: People, Education, Innovation, Research

POSITION SUMMARY:

The Unit Coordination Assistant (UCA) provides essential clerical support for patient administration, information management, and unit operations across the Women’s & Children’s Platform. This role will also work closely with the Women’s & Children’s portfolio leaders to support and manage program nursing and allied staff schedule.
Working closely with program leaders and schedulers from the Workforce Management Office, the UCA will help build out-of-system schedules for the next five months as part of the transition to a consolidated self-scheduling model. The successful candidate will have experience with schedules and knowledge of the collective bargaining agreement (CBA) guidelines, unit requirements, and principles of fairness and equity.

EDUCATIONAL QUALIFICATIONS

• High school diploma or equivalent; additional education or certifications in healthcare administration is a plus.
• Post-secondary education, such as an associate degree or coursework in healthcare administration or a related field preferred.
• Medical terminology course or equivalent experience preferred.

PROFESSIONAL EXPERIENCE

• Preferred candidates may have 1-2 years of experience in an administrative role.
• Familiarity with healthcare environments including exposure to patient interactions and interdisciplinary clinical teams is advantageous.
• Experience in a customer service role is desirable, especially if it involved interactions with patients, families, and healthcare professionals.

SKILLS AND COMPETENCIES

• Proficiency in basic computer applications and experience with Epic.
• Scheduling experience preferred
• Knowledge of ONA and CUPE scheduling requirements preferred
• Advanced knowledge and utilization of EXCEL
• Customer service-oriented with a friendly and professional demeanor.
• Strong time management and organizational skills.
• Excellent verbal and written communication skills.
• Team player with the ability to collaborate effectively.
• Detail-oriented with a high level of accuracy in data entry tasks.
• Ability to adapt and handle changing priorities in a dynamic work environment.
• Equipped to have necessary conversations with patients and families.
  To pursue this career opportunity, please visit our website: www.trilliumhealthpartners.ca
  Candidates are selected on the basis of their skill, ability, experience and qualifications.
  Where these factors are relatively equal seniority shall govern providing the successful applicant.
  Trillium Health Partners’ (THP) is an equal opportunity employer who values the importance of antiracism work and is committed to integrating antiracism, diversity, equity and inclusion best practices throughout THP operations, policies and culture. Therefore, we ask that even if you do not see yourself fully reflected in every job requirement listed on this posting, we still encourage you to reach out and apply. Research has shown that candidates from underrepresented groups often only apply when they feel 100% qualified. We encourage all applicants who are members of groups that have been marginalized on any grounds enumerated under the Ontario Human Rights Code based on race, gender identity or expression, sex, sexual orientation, disability, political belief, religion, marital or family status, age, and/or status as a First Nations, Métis or Inuk/Inuit person to consider this opportunity.
  In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code Trillium Health Partners will provide accommodations throughout the recruitment and selection process to applicants with disabilities. If selected to participate in the recruitment and selection process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.
  All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.
  Trillium Health Partners is identified under the French Language Services Act.

JOB DUTIES & RESPONSIBILITIES:

• Patient Administrative Support : Manages patient information, updates demographics, coordinates appointments and transfers, and responds to patient inquiries within scope, escalating concerns as needed.
• Information Management: Maintains accurate patient records, updates unit documentation (e.g., WHIMS/MDS binders), and enters data into systems like CCIS.
• Reception & Engagement: Welcomes and directs patients, visitors, and staff; handles admissions and registration; explains hospital policies; and manages phone and intercom communications.

SCHEDULING, TIMEKEEPING & PAYROLL SUPPORT SPECIFIC JOB DUTIES AND RESPONSIBILITIES

• Schedule Development & Coordination : Collaborates with Women’s & Children’s, Clinical Managers and Leaders to build and maintain nursing and allied health schedules, ensuring alignment with unit needs and staffing requirements.
• Collective Agreement Compliance : Applies scheduling rules and guidelines outlined in ONA and CUPE collective agreements, ensuring fair, equitable, and contract-compliant scheduling practices.
• Support Program Consolidation : Facilitates the transition to a single-site model by coordinating staffing across previously separate units, maintaining continuity of care and operational efficiency.
• Self-Scheduling Implementation : Assists in the rollout of self-scheduling tools and processes, supporting staff education, troubleshooting, and integration into existing workflows.
• Collaboration & Communication : Works closely with Workforce Management, program leadership, and frontline staff to ensure schedules are accurate, timely, and responsive to changing needs.

OTHER GENERAL DUTIES AND RESPONSIBILITIES (ALL LISTED MAY NOT BE APPLICABLE TO ALL UNITS/PROGRAMS)

• Consult follow ups and tracking response times for possible escalation.
• Collects information for registration, billing and accommodations.
• May be required to stock unit carts and/or supply areas.
• Provide support for the Clinical/Team Leader or Charge Nurse.
• Orders supplies and forms for different programs.

ADAPTS TO A DYNAMIC WORK ENVIRONMENT BY UNDERTAKING CROSS-FUNCTIONAL RESPONSIBILITIES AND ADDITIONAL DUTIES IN ALIGNMENT WITH THE JOB CLASSIFICATION, ENSURING COMPREHENSIVE SUPPORT AS NEEDED.

Works in compliance of the Occupational Health & Safety Act and its regulations, reporting hazards, deficiencies and contravention’s of the Act, in a timely manner.