Administrative Officer 2

UCSF•San Francisco, CA

5d•$33 - $60

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 operating room (OR) scheduling and block management, and oversees processes that produce and maintain the OR schedule across UCSF Health System sites and future acquisitions. The coordinator develops tools to troubleshoot problems and monitor scheduling performance and utilization. Serving as the Optime scheduling superuser, the coordinator monitors scheduling efficiency, guides decentralized schedulers and clinical staff, and works with Perioperative leadership to identify improvements and workflow gaps. The role partners with surgical clinics and the OR, including participation in Tier 2 scheduling meetings to identify opportunities to improve utilization and patient access. The coordinator provides customer service by researching and resolving inquiries and problems, maintaining case records, and communicating resolutions or status updates. The role maintains communication with decentralized schedulers, surgeons, nurses, anesthesiologists, and other units—including Preop, PACU, and SPD—to keep the daily OR schedule accurate and efficient, with appropriate instrumentation and equipment and the correct procedure booked. The coordinator also organizes daily OR huddles to review elective add-on cases, determine appropriate placement, and address resource issues and case conflicts.

Requirements

High school graduation or equivalent, with a minimum of five years of surgery scheduling experience.
Working knowledge of medical terminology and surgical procedures.
Sound judgment in responding to issues and concerns.
Strong 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 applications.
Ability to use discretion and maintain confidentiality, including handling discretionary release of confidential information.
Strong customer service and interpersonal skills; ability to be diplomatic, highly organized, remain calm under pressure, and apply sound judgment.
Ability to work independently with minimal supervision in a fast-paced, demanding environment and manage multiple tasks, including high daily call volume.
Ability to collaborate 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, and 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, monitor administrative workflow, and provide coverage across Perioperative OR locations.
Coordinate with clinics about scheduling issues and changes, and compile and review OR schedules three to four weeks in advance to maximize capacity and accuracy.
Troubleshoot day-to-day administrative and IT issues, escalating issues and seeking clinical input when appropriate.
Serve as the APEX Optime superuser and departmental expert, providing coaching and guidance to decentralized schedulers on system capabilities and limitations.
Serve as the primary liaison to 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 case lengths using average or historical data.
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 maximizing perioperative resources across sites.
Facilitate case changes, including patient class, equipment, case length, orders, and physician availability.
Accurately schedule surgical and anesthesia procedures within the scheduling grid and assign OR time based on block allocations and availability.
Maintain communication with relevant personnel about OR schedule changes and adhere to departmental policies and procedures, including telephone and house standards.
Participate in daily team huddles to place add-on cases in open time, maximize OR resources, and resolve scheduling conflicts.
Provide team leadership and operational support to Perioperative groups; monitor case volume through tiered volume huddles and help address escalations.
Address scheduler and Perioperative manager feedback about scheduling accuracy and promote consistent application of “Awesome Scheduling” principles.
Analyze and report scheduling trends that affect “Awesome Scheduling,” and support billing functions when needed or assigned.
Participate in medical center committees, task forces, and special projects to improve the patient experience.
Coordinate special projects assigned by the Periop Central Scheduling Manager, support OR scheduling updates, and contribute to scheduling education materials for Perioperative staff and clinics.
Provide enterprise-wide cross-coverage as directed and participate in ongoing scheduling workflow improvement, including giving feedback to direct schedulers.