Administrative Officer 2

UCSF•San Francisco, CA

3d•$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 OR scheduling and block management, and oversees processes that produce and maintain operating room schedules across UCSF Health System sites and future acquisitions. The coordinator develops tools to troubleshoot issues and monitor schedule performance and utilization. Serving as the APEX Optime scheduling Superuser, the coordinator monitors scheduling efficiency and provides guidance to decentralized schedulers and clinical staff. The role works with Perioperative leadership to identify workflow gaps and improvements, partners with surgical clinics to support utilization and patient access, and provides customer service by researching and resolving inquiries, maintaining case records, and communicating status and resolutions. The coordinator maintains communication with schedulers, surgeons, nurses, anesthesiologists, and other units such as Preop, PACU, and SPD to ensure schedule changes are accurate and cases have appropriate instruments and equipment. The position also coordinates daily OR huddles to review elective add-on cases, resolve resource conflicts, and support efficient placement on the schedule.

Requirements

High school graduation or equivalent, with a 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.
Strong verbal and written communication and interpersonal skills to communicate effectively with all levels of staff.
Strong organizational skills and ability to multitask under demanding timeframes and manage high daily call volume.
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, highly organized, and calm under pressure.
Ability to work independently in a fast-paced, demanding environment with minimal supervision.
Ability to work collaboratively with staff and other Medical Center personnel.
Ability to read and comprehend handwritten surgical case information.
Ability to communicate effectively both orally and in writing.

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 and coordinate daily OR scheduling activities, monitor administrative workflow, and provide coverage across Perioperative OR locations.
Coordinate with clinics and communicate schedule issues and changes.
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 them and seeking clinical input when appropriate.
Serve as the APEX Optime Superuser and departmental expert; coach and guide decentralized schedulers on system capabilities and limitations.
Act 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 block-time use, and available perioperative resources.
Facilitate case changes, including patient class, equipment, case-length adjustments, orders, and physician availability.
Schedule surgical and anesthesia procedures within the scheduling grid and assign OR time according to current block allocations and availability.
Maintain communication with appropriate personnel about OR schedule changes.
Participate in daily team huddles to place add-on cases in open time, maximize OR resources, and resolve scheduling conflicts.
Provide team leadership and support to Periop groups; monitor case volume through tiered volume huddles and address escalations.
Address scheduler and Periop manager concerns about scheduling accuracy and promote 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, special projects, and patient-experience improvement efforts.
Coordinate special projects assigned by the Periop Central Scheduling Manager; support OR scheduling updates and contribute to education materials for Perioperative staff and clinics.
Provide enterprise-wide cross-coverage as directed.
Participate in ongoing scheduling workflow improvement and provide feedback to direct schedulers.
Provide input to block committees on block-allocation updates.