Lead, Scheduling Transformation

Company Description

UHN is Canada’s No. 1 hospital and the world’s No. 1 publicly funded hospital. With 10 sites and more than 44,000 TeamUHN members. UHN consists of Toronto General Hospital, Toronto Western Hospital, Princess Margaret Cancer Centre, Toronto Rehabilitation Institute, The Michener Institute of Education and West Park Healthcare Centre. As Canada's top research hospital, the scope of biomedical research and complexity of cases at UHN have made it a national and international source for discovery, education and patient care. UHN has the largest hospital-based research program in Canada, with major research in neurosciences, cardiology, transplantation, oncology, surgical innovation, infectious diseases, genomic medicine and rehabilitation medicine. UHN is a research hospital affiliated with the University of Toronto.

UHN’s vision is to build A Healthier World and its only because of the talented and dedicated people who work here that we are continually bringing that vision closer to reality.

www.uhn.ca

Job Description

Union: Non-Union
Number of vacancies: 1
Site: Princess Margaret Cancer Centre
Department: Workforce Optimization
Reports to: Director, Workforce Optimization
Hours: 37.5 hours per week
Status: Permanent Full-Time
Closing Date: August 13, 2025

Position Summary

The Lead, Scheduling Transformation supports the successful implementation of UHN’s new scheduling system and the transformation of its scheduling operating model. Reporting to the Manager, Scheduling Transformation, this role acts as a key liaison between operational teams, HR, finance, and technical stakeholders to ensure that scheduling solutions are practical, aligned, and sustainable.

While not primarily responsible for frontline engagement, the Lead plays a critical role behind the scenes—designing the tools, structures, and processes that enable consistent, scalable, and insightful documentation of scheduling practices across the organization. This work is foundational to ensuring that the scheduling system is configured to meet the diverse needs of UHN’s clinical and operational areas.

Documentation & Data Structure Development

• Facilitate the documentation of functional requirements for the future scheduling system by developing tools and approaches to document current scheduling practices.
• Design and implement standardized tools and templates using Microsoft 365 (e.g., SharePoint, Forms, Power Apps) to capture functional scheduling requirements across all units.
• Ensure documentation tools are structured to support data quality, consistency, and traceability across the enterprise.
• Build mechanisms to monitor documentation progress, identify gaps, and assess areas requiring additional support (e.g., complex units, delayed submissions).
• Collaborate with the Manager to ensure that collected data is actionable and aligned with system configuration needs.
• Continuously refine tools and processes based on user feedback and evolving project requirements.

Schedule Documentation & Standardization

• Map out existing scheduling practices across all units, capturing key elements such as roles, shift types, scheduling patterns, and complexity.
• Document and categorize the diversity of scheduling models in use, identifying areas of high variability or operational risk.
• Assess opportunities to transition units toward standardized scheduling formats and practices.
• Develop common approaches for shift labeling, assignment logic, and schedule structure to support consistency across the organization.
• Support pre-implementation readiness by ensuring schedules are well-documented and aligned with system configuration requirements.
• Collaborate with the Manager to identify units requiring additional support based on schedule complexity or readiness gaps.

Building Supporting Processes & Tools

• Design and implement complementary processes and tools in Microsoft 365 (e.g., SharePoint, Forms, Power Automate) to support the scheduling transformation initiative.
• Ensure communication pathways for stakeholders—including leaders and staff—are standardized, transparent, efficient, and closed-loop.
• Develop mechanisms for feedback collection, issue tracking, and resolution workflows to support continuous improvement.
• Align supporting tools with scheduling system capabilities to ensure seamless integration and user experience.
• Monitor usage and effectiveness of tools, making iterative improvements based on stakeholder needs and project evolution.

Duties

• Establish trusted relationships with key stakeholders, including operational leaders, HR, and finance.
• Use experience and influence to gain buy-in for changes to schedules, adoption of workforce optimization tools, and improvements in workforce design.
• Develop a deep understanding of scheduling priorities across units and collaborate to identify practical, sustainable solutions.
• Partner with managers and scheduling teams to survey, document, and standardize scheduling-related information in preparation for system configuration.
• Support the Manager in coordinating system configuration, testing, and implementation activities.
• Assist in the documentation and rollout of optimized master rotations, ensuring alignment with operational needs and collective agreements.
• Participate in or lead stakeholder engagement sessions to gather input, validate changes, and support adoption.
• Contribute to training, change management, and communication efforts to ensure smooth transitions to new scheduling processes.

Qualifications

• Bachelor’s degree required (e.g., Health Administration, Business, Engineering, Human Resources, or related field).
• Minimum 3 years of experience in healthcare operations, workforce management, or scheduling transformation.
• At least 1 year of experience supporting or implementing scheduling systems in a unionized healthcare environment.
• Demonstrated experience in process documentation, stakeholder engagement, or business analysis.
• Strong understanding of collective agreements and their impact on scheduling practices.
• Proficiency in Microsoft Excel; experience with Microsoft 365 tools (e.g., SharePoint, Power Apps, Forms) preferred.
• Familiarity with scheduling platforms such as UKG, Kronos, or equivalent is an asset.
• Strong communication and collaboration skills with the ability to work across diverse teams.
• Ability to manage multiple priorities and support change in a complex environment.
• Master’s degree in a related field considered an asset
• Certifications in Lean, Six Sigma, or Project Management (e.g., PMP) considered an asset.
• Experience in large-scale system implementations or healthcare transformation projects considered an asset.

Additional Information

In addition to working alongside some of the most talented and inspiring healthcare professionals in the world, UHN offers a wide range of benefits, programs and perks. It is the comprehensiveness of these offerings that makes it a differentiating factor, allowing you to find value where it matters most to you, now and throughout your career at UHN.

• Competitive offer packages
• Government organization and a member of the Healthcare of Ontario Pension Plan (HOOPP https://hoopp.com/)
• Close access to Transit and UHN shuttle service
• A flexible work environment
• Opportunities for development and promotions within a large organization
• Additional perks (multiple corporate discounts including: travel, restaurants, parking, phone plans, auto insurance discounts, on-site gyms, etc.)

Current UHN employees must have successfully completed their probationary period, have a good employee record along with satisfactory attendance in accordance with UHN's attendance management program, to be eligible for consideration.

All applications must be submitted before the posting close date.

UHN uses email to communicate with selected candidates.  Please ensure you check your email regularly.

Please be advised that a Criminal Record Check may be required of the successful candidate. Should it be determined that any information provided by a candidate be misleading, inaccurate or incorrect, UHN reserves the right to discontinue with the consideration of their application.

UHN is an equal opportunity employer committed to an inclusive recruitment process and workplace. Requests for accommodation can be made at any stage of the recruitment process. Applicants need to make their requirements known.

We thank all applicants for their interest, however, only those selected for further consideration will be contacted.