Lead Scheduling & Business Coordinator

uchicago; Chicago (IL); On-site; USD 65,000 - 90,000; Full time

Job summary

The University of Chicago's Department of Anesthesia & Critical Care seeks a Lead Scheduling & Business Coordinator to organize clinical schedules across multiple sites.

You will work under the Section Administrator, optimize scheduling, manage projects, and coordinate onboarding, communications, and events to support clinical education and research missions.

Qualifications

• Bachelor's degree or higher in a related field is required.
• 2–5 years of work experience in a related role.
• Advanced Qgenda scheduling experience strongly preferred.
• Experience in academic medical institutions is a plus.

Responsibilities

• Prepare and enter clinical schedules into Qgenda with leadership input.
• Analyze schedules to identify optimization opportunities and present findings.
• Support onboarding of new faculty and providers.
• Coordinate special projects, events, and outreach activities.
• Maintain departmental communications, newsletters, and web content updates.
• Liaise with other departments and manage office operations.

Skills

Project management

Communication

Interpersonal skills

Discretion

Customer service

Problem solving

Education

Bachelor's degree in Finance, Business Administration or related field

College/university degree in related field

Tools

Qgenda scheduling

Job description

Department

BSD ACC - Administrative Operations

About the Department

The Department of Anesthesia & Critical Care is a vibrant department with over 90 (and growing) full and part-time faculty, top-tier residency and fellowship programs and a successful and wide-ranging research mission. The primary missions of the Department of Anesthesia & Critical Care are to 'Heal, Teach, Discover, Lead.' These principles reflect our dedication to delivering outstanding compassionate patient care, educating our peers and the next generation of physicians and scientists; leading in scholarship, discovery and innovation; and fostering excellence in all our collaborations. Our exceptional team is the cornerstone of these missions.

Job Summary

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.

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.

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.

• 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.

Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field.

Work Experience:

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

Certifications:

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Preferred Qualifications

Education:

Bachelors degree in finance, business administration or related field, strongly preferred.

Experience:

5+ years of progressive administrative experience in an academic medical institution.

Advanced Qgenda surgical and clinic scheduling strongly preferred.

Preferred Competencies

• 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 reso