Scheduling Administrator

Department
 

BSD ACC - Administrative Staff

About the Department
 

The Department of Anesthesia & Critical Care is a clinical academic department at the University of Chicago. The department has been continuously productive not only in its scientific contributions, but also in providing outstanding basic medical care in anesthesiology. Its members have helped to establish the role of anesthesiologists as consultants in fields such as intensive care, oxygen therapy, the recovery room, and inhalation therapy. From a one-member section in 1928, the department has grown to a 60+ member faculty; the department includes 50+ residents, 20+ nurse-anesthetists, 14 administrators and 70+ staff members. Faculty members are active nationally and internationally in the field, and former trainees of the department hold prominent academic positions in the United States and throughout the world.

Job Summary
 

The job provides professional support and solves straightforward problems for a broad range of business operations and academic activities. May develop and implement office procedures and policies and ensures compliance. May prepare and monitor the budget for a unit.

Responsibilities

• Accountable for helping maintain Department of Anesthesia and Critical Care (DACC) day-to-day clinical operations.

• Reports to DACC Director of Operations, Physician Vice-Chairs involved with scheduling, and Executive Administrator.

• Develops and manages clinician (faculty, residents, PA/APN/CRNA) scheduling for anesthetizing locations (e.g. operating rooms and offsite locations).

• Manages the creation and dissemination of key statistics and indicators relative to clinician scheduling (e.g. tracking overall clinical days, call points, vacation balances, etc).

• Develops and implements communications processes and procedures within the network departments to improve the planning and scheduling of clinicians who provide patient care within a complex network of clinical departments.

• Accountable for developing, implementing and maintaining the clinician schedule for delivering Anesthesia services.

• Provides functional guidance to department administrators, anesthesiologists, CRNAs, residents and operating room staff on issues related to scheduling of operative procedures.

• Works with staff to ensure that all hours are covered with appropriate clinical staff and develops schedules based on a clinical team model, coordinating adjusting staff shifts or clinical days to address clinical needs.

• Manages schedule including callouts and emergency/urgent add on cases. Enters daily schedule information into Qgenda for all faculty and clinical staff on a daily basis including shifts and hours worked.

• Analyzes the schedules to determine the number of clinical staff to be assigned to the site considering skill needs, contractual obligations and personnel available; reviews schedules and reports with the Director of Operations and Physician Scheduling Director to verify clinical staff needs.

• Communicates changes to the operating room coordinator.

• Ensures efficient operation of all operating rooms and other services covered by the Department of Anesthesia and Critical Care by developing and implementing a methodology to collect and disseminate key measurements and statistics related to departmental scheduling.

• Has frequent telephone contact with hospital staff and physicians.

• Responsible for training office staff on office procedures and compliance protocols. Coordinates special projects.

• Assists in the monitoring of the various financial and budgetary activities, including vendors contracts. Preparing and monitoring the budget for a unit.

• Performs other related work as needed.

Minimum Qualifications
 

Education:

Minimum requirements include a college or university degree in related field.

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Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Education:

• Bachelor's degree in related field.

Experience:

• Knowledge and skills developed through 2+ years of work experience in in software scheduling or a related job discipline.

• Prior clinical scheduling experience.

Preferred Competencies

• Ability to manage interpersonal relationships and communicate with clarity, tact and courtesy with patrons, patients, staff, faculty, students and others.

• Excellent interpersonal, organizational, written, and verbal communication skills.

• Ability to handle confidential information with utmost discretion.

• Ability to execute with minimal supervision.

• Excellent attention to detail and ability to handle multiple tasks simultaneously under tight deadlines.

• Strong analytical skills and excellent computer skills including advanced Microsoft Office Suite, advanced skills in PowerPoint and Adobe Acrobat.

• A high degree of decision-making, judgment, and an ability to recognize and resolve or refer problems.

• Knowledge of Microsoft Word, Microsoft Excel, and PCs required, Apple iOS.

• Knowledge of Qgenda scheduling software strongly preferred.

Application Documents

• Resume/CV (required)

• Cover Letter (preferred)

When applying, the document(s) MUST  be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family
 

Administration & Management

Role Impact
 

Individual Contributor

FLSA Status
 

Exempt

Pay Frequency
 

Monthly

Scheduled Weekly Hours
 

40

Benefits Eligible
 

Yes

Requires Compliance with University Covid-19 Vaccination Requirement
 

Yes

Drug Test Required
 

No

Health Screen Required
 

No

Motor Vehicle Record Inquiry Required
 

No

Posting Statement
 

Employees must comply with the University’s COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward .
The University of Chicago is an Affirmative Action/ Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

 

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

 

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

 

All offers of employment are contingent upon a background check that includes a review of conviction history.  A conviction does not automatically preclude University employment.  Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

 

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu . Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.