Administrative Officer 2

University of California, San Francisco•San Francisco, CA

About The Position

Under the general supervision of the Manager, Periop Administration, the Central Scheduling Resource Coordinator performs diversified non-licensed functions supporting the Perioperative Central Scheduling department. The role ensures compliance with departmental standards for OR scheduling and block management, and oversees processes that produce and maintain the OR schedule across UCSF Health Systems sites and future acquisitions. The coordinator develops tools to troubleshoot problems and monitor performance and utilization of the surgical schedule. As the APEX Optime Superuser, the coordinator monitors scheduling efficiency and provides guidance to decentralized schedulers and clinical staff. The role partners with Perioperative leadership and surgical clinics to identify workflow gaps, improve scheduling accuracy, maximize utilization, and support patient access. The position provides customer service by researching and resolving inquiries, maintaining case records, and communicating resolutions or status. It coordinates with schedulers, surgeons, nurses, anesthesiologists, and other units—including Preop, PACU, and SPD—to keep daily schedules accurate and ensure appropriate instrumentation, equipment, and procedures are arranged. The coordinator also leads daily OR huddles to review elective add-on cases, resolve resource issues and conflicts, and support efficient placement of cases. The OR/Perioperative Units encompass surgery-related disciplines including Anesthesia, Surgery, Nursing, Sterile Processing, IT, training, education, and healthcare management across UCSF Health affiliated sites.

Requirements

High school graduate or equivalent, with working knowledge of medical terminology and surgical procedures.
Five years of surgery scheduling experience.
Ability to use sound judgment when responding to issues and concerns.
Solid verbal and written communication and interpersonal skills to communicate effectively with all levels of staff.
Strong organizational skills and ability to multitask within demanding timeframes.
Working knowledge of common organization-specific and other computer application programs.
Ability to use discretion and maintain confidentiality, including handling discretionary release of confidential information.
Strong interpersonal and customer service skills; ability to be diplomatic and highly organized.
Ability to remain calm under pressure and apply sound judgment.
Ability to work independently in a fast-paced, demanding environment with minimal supervision.
Ability to manage multiple tasks simultaneously, including high daily call volume.
Ability to work collaboratively with staff and other Medical Center personnel.
Ability to read and comprehend handwritten surgical case information.

Nice To Haves

Bachelor’s degree in a related area.
Proficiency with Windows-based software, including Microsoft Word, Excel, and Outlook.
Knowledge of computer systems and software used in the functional area.
Previous experience with computerized scheduling and data entry, preferably in a hospital environment.

Responsibilities

Facilitate scheduling, coordinate daily OR scheduling activities, and monitor administrative-services workflow across Perioperative OR locations.
Coordinate with clinics about schedule issues and changes, and review OR schedules three to four weeks in advance to maximize capacity and accuracy.
Troubleshoot day-to-day administrative and IT issues, handle and escalate issues, and seek clinical input when appropriate.
Serve as the APEX Optime Superuser and departmental expert, coaching and guiding decentralized schedulers.
Act as the primary liaison between the Perioperative Administrative Team and surgical clinics.
Monitor case accuracy using available systems and work with practice assistants to resolve scheduling and equipment conflicts.
Adjust OR case lengths using average and historical data to improve schedule accuracy.
Ensure schedulers follow OR scheduling guidelines, block rules, and policies.
Work with site triads to determine case placement based on acuity, complexity, efficient use of block time, and perioperative resources across sites.
Facilitate case changes, including changes to patient class, equipment, case length, orders, and physician availability.
Schedule surgical and Anesthesia procedures within the scheduling grid and assign OR time according to block allocations and availability.
Maintain communication with appropriate personnel about OR schedule changes and follow departmental policies and procedures.
Participate in daily team huddles to place add-on cases in open time, maximize available OR resources, and resolve scheduling conflicts.
Monitor case volume through tiered volume huddles with clinics and act as a resource for escalations.
Address scheduler and Periop manager concerns about scheduling accuracy and analyze and report scheduling trends affecting “Awesome Scheduling” principles.
Support billing functions when necessary or assigned.
Participate in medical center committees, task forces, and special projects supporting improvements to the patient experience.
Coordinate special projects assigned by the Periop Central Scheduling Manager and support OR scheduling updates.
Contribute to education materials for Perioperative staff and support their rollout to clinics.
Provide enterprise-wide cross-coverage as directed.
Participate in ongoing scheduling-workflow improvements and provide feedback to direct schedulers.
Provide team leadership to support groups within Periop and perform administrative operations activities, including accountability for operational and budget processes and staff FTE.