QGenda Systems Administrator & Physician Scheduling

University of Colorado•Aurora, CO

2d•$70,859 - $94,951•Onsite

About The Position

The Department of Radiology at the University of Colorado School of Medicine seeks a highly organized, analytical, and customer-focused professional to serve as the QGenda Systems Administrator & Physician Scheduling supporting high level business operations. This position serves as the departmental expert for the QGenda scheduling platform and is the primary owner of physician and Advanced Practice Provider (APP) scheduling across multiple radiology sections and clinical locations. Working in partnership with physician section chiefs and departmental leadership, the incumbent is responsible for developing, maintaining, and publishing physician and APP schedules three months in advance to ensure appropriate clinical coverage and efficient operations. While physician leaders provide clinical guidance and final approval, this position is responsible for coordinating, building, and maintaining accurate schedules that align with departmental priorities, staffing requirements, and scheduling policies. In addition to scheduling operations, this position develops standardized scheduling processes, produces operational reports, identifies opportunities for improvement, and recommends workflow and policy enhancements that promote consistency, efficiency, and equitable workload distribution across the department. Radiology administrators and leadership will evaluate the data provided as key reference points for maximizing business operations.

Requirements

Bachelor’s degree in Business Administration, Healthcare Administration, Information Systems, Computer Science, Public Health, or a related field.
Three years of experience administering scheduling software or healthcare workforce management systems.
A combination of education and related technical/military/paraprofessional experience may be substituted for a bachelor’s degree on a year for year basis.
An advanced degree (Masters or Doctorate) may be substituted for experience on a year for year basis if the degree is in a field of study directly related to the work assignment.
Applicants must meet minimum qualifications at the time of hire.
Applicants must be legally authorized to work in the United States without requiring sponsorship.
Ability to independently manage multiple priorities and meet deadlines.
Strong organizational, analytical, and problem-solving skills.
Excellent written, verbal, and interpersonal communication skills.
Knowledge of physician scheduling operations and workforce management principles.
Ability to independently manage complex scheduling activities involving multiple stakeholders.
Ability to analyze operational issues and recommend practical, data-informed solutions.
Strong attention to detail and commitment to accuracy.
Excellent customer service and relationship-building skills.
Ability to communicate effectively with physicians, administrators, and departmental leadership.
Ability to develop standardized processes and train others.
Ability to work independently while collaborating across diverse teams.

Nice To Haves

Experience working in a healthcare environment.
Experience with Microsoft Excel.
Experience administering QGenda.
Experience supporting physician scheduling in a healthcare organization.
Experience working in an academic medical center.
Experience with Epic.
Experience creating operational reports or dashboards using Microsoft Power BI or similar tools.
Experience with SQL, Python, Tableau, or other reporting tools is preferred but not required.
Experience supporting large physician practices or multi-specialty healthcare organizations.

Responsibilities

Serve as the primary administrator for the department's QGenda scheduling platform.
Configure and maintain provider profiles, shift templates, scheduling rules, rotations, holidays, leave categories, and call schedules.
Maintain system security, user permissions, and data integrity.
Provide end-user support and troubleshoot scheduling and system issues.
Coordinate testing and implementation of system upgrades and new functionality.
Develop and maintain standard operating procedures, training materials, and system documentation.
Train faculty, administrators, and departmental staff on QGenda functionality and scheduling workflows.
Serve as the primary owner responsible for creating, maintaining, and publishing physician and APP schedules for assigned radiology sections.
Develop schedules three months in advance while ensuring appropriate weekday, evening, weekend, holiday, and call coverage.
Collaborate with physician section chiefs to gather staffing requirements, vacation requests, and clinical coverage needs while maintaining primary responsibility for schedule development.
Resolve scheduling conflicts and recommend solutions that support departmental operations and equitable workload distribution.
Monitor schedule changes, provider availability, and leave requests to ensure continuous clinical coverage.
Maintain accurate scheduling records and communicate schedule updates in a timely manner.
Develop routine operational reports using QGenda and Microsoft Excel.
Monitor staffing levels, schedule utilization, workload distribution, vacation usage, and coverage trends.
Identify scheduling deficiencies and recommend operational improvements.
Recommend scheduling policies, workflow enhancements, and best practices that improve efficiency, consistency, and provider satisfaction.
Create standardized scheduling processes that can be adopted across the department.
Develop documentation and train other team members to ensure consistent scheduling practices and cross-coverage.
Support departmental operational improvement initiatives and special projects.
Support integration between QGenda, Epic, and other departmental systems.
Validate scheduling data used for operational reporting and downstream business processes.
Partner with Information Technology and system vendors to support enhancements and issue resolution.