Scheduling Assistant

THE BEST CARE STARTS WITH THE BEST PEOPLE
ARE YOU ONE OF THEM?

We’re partners. Partners with each other and partners with our patients. Helping people feel safe, comfortable, trusted, and confident. Guided by a sense of compassion, generosity, and protectiveness, we focus on empowering others with the knowledge they need to be the very best version of themselves.

Headquartered in Calgary, Alberta, Mayfair Diagnostics has been helping people find clarity for their health for over 100 years. At our clinics in Calgary and area and Saskatchewan, our team of radiologists, technologists, and support staff work in a truly integrated way to provide exceptional experiences for our patients. Joining our team is more than a job. It’s an investment in your future, a plan for success.

Position Title: Scheduling Assistant, Operations

Position Purpose:

The Operations team supports the overall mission and goals of Mayfair Diagnostics. Mayfair Diagnostics mission is to provide the highest quality of diagnostic services to our clients, in partnership with hospitals and community practitioners. This is achieved through attracting and developing outstanding clinical and support staff, investing in state-of-the-art technology, and improving access by leveraging our digital network.

This position is responsible for a wide variety of scheduling coordination for all clinics and is to support clinical teams by consistently ensuring that modalities are staffed appropriately. The scheduling assistant must have a thorough understanding of the staffing requirements, employee skillsets, and clinic templates. The successful candidate will have an adaptive mindset and be able to respond to evolving needs to ensure appropriate support is in place.

Position Reporting: The Scheduling Assistant reports directly to the Senior Manager, Operations

What's in it for you:

• Competitive compensation package, annual salary reviews, and participation in an annual performance bonus program
• Comprehensive health and dental benefits
• RRSP matching program to support your long-term financial goals
• Generous vacation and paid sick time and hybrid work schedule
• A collaborative and supportive leadership team that values innovation and continuous improvement
• Opportunity to contribute to strategic initiatives, process optimization, and systems enhancements
• A stable organization with a strong reputation and long-term growth trajectory

Duties and Responsibilities:

• Scheduling/Employee Relations
• Receives and manages sick calls
• Places staff for holidays, illnesses, leaves of absence, and training
• Liaises between clinic managers and modality coordinators regarding staffing needs
• Communicates with staff regarding scheduling changes
• Maintains, updates, and communicates vacation request tracking
• Assists with workflow and scheduling conflicts
• Ensures shift minimums for casual and part-time employees are met
• Uses creative solutions to resolve scheduling issues
• Implements RIS processes such as blocking templates, moving patients
• Uses HRIS for reporting purposes, skillset tracking, document storage
• Organizes staffing for evening and weekend services

• Notes and communicates trends in employee attendance

Qualifications:

• Post-secondary education from a recognized institution
• Detail oriented, extremely organized, hard worker
• Ability to multi-task and a sense of urgency
• Willingness to take call after hours on an as needed basis
• Demonstrated ability to coordinate people and tasks, meet deadlines, and follow up
• Previous scheduling and/or diagnostic imaging experience a strong asset but not required
• Ability to establish/maintain satisfactory work relationships with staff
• Ability to maintain confidentiality
• Proficiency in the application of software programs (Outlook, Word, Excel, PowerPoint)
• Demonstrated skill in respectful, diplomatic and tactful communication
• Demonstrated ability to remain calm when communicating in difficult situations.
• The hours of work may vary and availability to take calls after hours as needed is required.

Working Environment:

• Requires use of the phone, computer and sitting for extended periods of time
• Normal movements of twisting, bending, reaching and using hands and arms in completing paperwork and administrative tasks
• May be required to lift items up to 3 kilograms
• Must be prepared to work flexible hours as required to complete duties during non-business hours
• Travel to other Mayfair clinics may be required. Current clinics are in Calgary and area and Saskatchewan, but this may evolve over time.

Mayfair Diagnostics is an equal opportunity employer and values a diverse workforce that is representative of the communities we serve. We encourage applications from all qualified individuals without regard to ethnicity, religion, gender identity, sexual orientation, age or disability. Accommodations for disability-related needs throughout the recruitment and selection process are available upon request. Any information provided by you for accommodations will be kept confidential and won’t be used in the selection process.

Mayfair collects, uses, and discloses your personal information in accordance with Alberta's Personal Information Protection Act (PIPA) and Canada's Personal Information Protection and Electronic Documents Act (PIPEDA). This may include, but is not limited to:

• Verifying certifications, credentials, and qualifications

• Conducting reference checks

• Contacting candidates to schedule video, telephone, and in-person interviews

• Using technology-assisted recruitment tools, including AI-assisted screening, to support the review and evaluation of applications

• Upon successful employment, transferring relevant information to create an employee record in Dayforce, our Human Resources Information System

• Upon hire, submitting background screening requests through our third-party provider, Sterling Talent Solutions

Mayfair uses AI-assisted screening tools to support recruiters in reviewing applications. These tools assist with evaluating resumes against job requirements and are used to inform, not replace, human decision-making. No applicant is automatically rejected based solely on the AI-generated compatibility grade. Our recruitment team reviews all candidates before any decisions are made.

For additional information about our recruitment practices, including our use of AI-assisted screening tools and how we collect, use, disclose, and protect personal information, please review our Candidate Privacy Notice available on our website at www.radiology.ca/careers/

If you have questions regarding Mayfair's collection, use, disclosure of personal information, or for any questions about how our AI tool assessed your application, please contact [email protected]. Questions regarding Mayfair's Privacy Policy may be directed to Mayfair's Privacy Officer at [email protected].