Scheduling Coordinator (3904)

WACO FAMILY MEDICINE • Waco, TX

1d • Onsite

About The Position

The Scheduling Coordinator is responsible for the scheduling of residents, fellows, and faculty using the Qgenda platform. This role involves the creation, maintenance, and management of various schedules, including annual resident rotation schedules, simulation lab schedules, faculty physician service schedules, resident & faculty regular and specialty templates in EPIC, and annual pregnancy centering schedules. The coordinator will also manage scheduling tasks for recruiting and interview seasons. A key part of the role is the initial supervision of and coordination with Program Directors for approvals on time-off requests, elective choices, specialty clinic requests, and other experiences. Additionally, the coordinator will liaise with faculty to support Team Protected Time (TPT) didactic sessions, manage curriculum, distribute rotation memos, and coordinate committee assignments. Other administrative duties include coordination for the Advanced Life Support in Obstetrics (ALSO) course, recording meeting minutes, and sending documents via DocuSign.

Requirements

• An associate degree preferred.
• Experience with digital schedule and appointment management.
• Experience with management of phone calls, emails, and texts related to scheduling.
• Experience with management of notifications related to schedule changes.
• Ability to prioritize tasks.
• Excellent verbal and written communication skills.
• Exceptional interpersonal skills.
• High level of integrity, ability to manage confidential information.
• Excellent time management skills with the ability to meet deadlines.
• Strong analytical and problem-solving skills.
• Ability to prioritize tasks and exercise discretion and independent judgment with respect to matters of significance.
• Demonstrated organizational skills and commitment to collaboration and teamwork.
• Ability to function well in a high-paced and sometimes stressful environment.
• Able to take and apply feedback.
• Proficiency in Microsoft Office Suite and web-based interfaces.
• Ability to work occasional nights and weekends related to program events.

Nice To Haves

• Equivalent experience may be substituted for education and experience requirements.

Responsibilities

• Scheduling of residents, fellows, and faculty using Qgenda.
• Creation, maintenance, and management of annual resident rotation schedules, simulation lab schedules, faculty physician service schedules, resident & faculty regular and specialty templates in EPIC, and annual pregnancy centering schedules.
• Management of recruiting and interview season task scheduling.
• Initial supervision of, and coordination with Program Directors for, approvals on time-off requests, elective choices, specialty clinic requests, and other experiences.
• Coordination with faculty to provide support for Team Protected Time (TPT) didactic sessions, curriculum, and distribution of rotation memos.
• Coordination of committee assignments such as Program Evaluation Committee (PEC) and Curriculum.
• Coordination for the Advanced Life Support in Obstetrics (ALSO) course.
• Recording meeting minutes and sending documents via DocuSign.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree