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 coordinator oversees processes for producing and maintaining operating room schedules across UCSF Health Systems sites and future acquisitions, ensures compliance with scheduling standards and block-management rules, and develops tools to troubleshoot problems and monitor schedule performance and utilization. The role serves as the APEX Optime scheduling Superuser, providing guidance and coaching to decentralized schedulers and clinical staff. It partners with Perioperative leadership and surgical clinics to identify workflow gaps, improve scheduling accuracy, optimize patient access, and make effective use of operating room capacity. The coordinator provides customer service by researching and resolving inquiries, maintaining case records, and communicating issue status and resolution. The coordinator maintains communication with schedulers, surgeons, nurses, anesthesiologists, and other units to keep daily schedules accurate and ensure cases have appropriate instrumentation, equipment, and procedures booked. The role coordinates daily OR huddles to review elective add-on cases, resolve resource conflicts, and place cases appropriately. It also supports administrative operations, team leadership, reporting, special projects, education materials, enterprise-wide cross-coverage, and ongoing scheduling process improvement. The Perioperative Units encompass the disciplines and services involved in surgery from beginning to end, including Anesthesia, Surgery, Nursing, Sterile Processing, IT, training, education, and healthcare management. The role supports UCSF Health affiliated sites across the region, including Mt. Zion, Moffitt/Long, Mission Bay, Bayfront, St. Mary’s, St. Francis, Oakland, Walnut Creek, Peninsula, and current and future acquisitions.

Requirements

High school graduation or equivalent, with a working knowledge of medical terminology and surgical procedures.
At least five years of surgery scheduling experience.
Ability to use sound judgment in responding to issues and concerns.
Strong verbal and written communication and interpersonal skills to communicate effectively with staff at all levels.
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 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 and coordinate daily OR scheduling activities and monitor administrative-service workflow across Perioperative OR locations.
Coordinate with clinics regarding scheduling issues and changes.
Compile and review OR schedules three to four weeks in advance to maximize capacity and case accuracy.
Troubleshoot day-to-day administrative and IT issues, handle and escalate issues, and seek clinical input when appropriate.
Serve as the departmental APEX Optime expert and Superuser, coaching and guiding decentralized schedulers on system capabilities and limitations.
Serve 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 based on 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 availability of perioperative resources across sites.
Facilitate case changes, including patient class, equipment, case length, orders, and physician availability.
Schedule surgical and Anesthesia procedures within the existing scheduling grid and assign OR time according to block allocations and availability.
Maintain communication with appropriate personnel regarding changes to the OR schedule.
Participate in daily team huddles to place add-on cases into available time, maximize OR resources, and resolve scheduling conflicts.
Monitor case volume through tiered volume huddles with clinics and provide a resource for addressing escalations.
Address scheduler and Perioperative Manager feedback about scheduling accuracy and support consistent application of “Awesome Scheduling” principles.
Analyze and report scheduling trends that affect “Awesome Scheduling.”
Support billing functions when necessary or assigned.
Participate in medical center committees, task forces, and special projects that support improvements in the patient experience.
Coordinate special projects assigned by the Periop Central Scheduling Manager and support OR scheduling updates.
Contribute to development of education materials for Perioperative staff and support rollout of materials to clinics.
Provide enterprise-wide cross-coverage as directed and adapt assignments as needed.
Participate in ongoing scheduling workflow improvement and provide feedback to direct schedulers.
Identify opportunities to improve scheduling efficiency and collaborate with decentralized schedulers to troubleshoot issues that may cause case delays, bumps, or rescheduling.
Provide input to block committees regarding block-allocation updates.