Lead Scheduling & Business Coordinator

University of Chicago•Hyde Park, IL

2d•Onsite

About The Position

The Lead Scheduling & Business Coordinator works under the general direction of the Section Administrator of the Department of Anesthesia and Critical Care (DACC) or their designee. The clinical scheduling of our Anesthesia services provided by our Faculty, APNs, CRNAs, Residents & Fellows, and Nurses, across multiple sites of care (CCD6, CCD5, DCAM, COMER, Emergency Room, ICU, Advanced Pain Service, etc.) requires the input from several sources and is brought together by our Associate Vice Chair for clinical operations. The optimization of this schedule is of paramount importance to ACC from a clinical care perspective and from a financial perspective. We estimate the clinical scheduling component of this role would be approximately 1/3 of the overall effort and the remaining 2/3 of the effort would be focused on general coordinator duties. The ideal candidate is a highly organized, resourceful professional who thrives in a collaborative, mission-driven environment and is energized by the operational details that keep a department running smoothly.

Requirements

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

Nice To Haves

Bachelors degree in finance, business administration or related field, strongly preferred.
5+ years of progressive administrative experience in an academic medical institution.
Advanced Qgenda surgical and clinic scheduling strongly preferred.
Excellent project management skills.
Superior oral and written communication skills.
Excellent interpersonal and customer service skills with a focus on serving the community through collaboration and respect.
Handle sensitive and confidential situations and information with absolute discretion.
Maintain calm and courteous demeanor and work productively despite competing priorities.
Excellent problem-solving skills.
Follow an issue through to resolution.
Take initiative and organize and complete projects with minimal supervision.
Familiarity with central administration within a complex research university environment.
Maintain effective and harmonious working relationships with co-workers, faculty, guests speakers, venues, and vendors to promote a culture of wellness and excellence for the department.

Responsibilities

Works with the Chief Residents and Clinical Leadership to prepare and enter clinical schedules into Qgenda.
Performs analysis and identifies opportunities for clinical schedule optimization and presents findings to clinical leadership.
Performs routine and special assignments related to activities in the DACC administrative offices and our clinical, teaching and research missions.
Participates in process and performance improvement by identifying, analyzing, and enhancing existing processes to achieve better outcomes.
Supports the smooth onboarding of new faculty and other providers.
Assists with special projects, functions, and events related to the Department including visitor applications and orientations and various outreach events.
Maintains updates and front-end maintenance of the DACC website working with leadership across the department as needed.
Prepares and distributes the departmental newsletter.
In collaboration with University and UCMC communications teams, supports the department’s presence across various social media platforms.
Maintains an accurate and up-to-date departmental leadership contact list and Emergency Operations Manual and ensures proper distribution of EOM.
Administers various surveys as part of ongoing departmental operations or special projects.
Follows up with faculty and staff on the completion of required trainings and recertifications.
Supports alumni relations activities.
Assists in arranging visits by visiting professors and outside speakers.
Liaise with external presenters to ensure completion of relevant paperwork, arrange travel, process stipends/fees, and gather necessary information for successful participation.
Maintains the physical office space, including ordering equipment repairs and computers, coordinating upgrades, and managing office supplies.
Maintains the DACC physical asset inventory.
Professionally supports the clinical department management.
Implements plans for clinical educational programs and initiatives.
Acts as a liaison between the section and other University departments.
Performs other related work as needed.