Lead Scheduling & Business Coordinator

The University Of Chicago; Chicago, Northern (IL, KY); Hybrid; USD 65,000 - 85,000; Full time

Job summary

The University of Chicago’s Department of Anesthesia & Critical Care seeks a Lead Scheduling & Business Coordinator to optimize clinical schedules across multiple sites using Qgenda, while handling broader administrative duties. You will collaborate with chiefs, residents, and faculty to drive scheduling efficiency and department operations.

The role emphasizes process improvement, onboarding support, and cross-team communications.

Qualifications

• Minimum requirements include a college or university degree in related field.
• 2-5 years of work experience in a related job discipline.

Responsibilities

• Works with Chief Residents and Clinical Leadership to prepare and enter clinical schedules into Qgenda.
• Performs analysis to identify opportunities for schedule optimization and presents findings to clinical leadership.
• Performs routine and special assignments related to departmental administrative activities.
• Supports onboarding of new faculty and providers.
• Maintains updates to the departmental website and communications materials.

Skills

Scheduling coordination

Data analysis

Communication

Project management

Education

Bachelor's degree

Tools

Qgenda

Office 365

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.
• Implement 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: ---

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 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.

Working Conditions

• Office environment in BSD administrative buildings and UCMC hospital facilities.

Application Documents

• Resume (required)
• Cover Letter (required)

Pay Range

Pay Rate Type Salary

Exempt

Pay Range $65,000.00 - $85,000.00 The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits

Eligible Yes The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University’s Notice of Nondiscrimination. Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form. All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case‑by‑case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.

The University of Chicago is an urban research university that has driven new ways of thinking since 1890. Our commitment to free and open inquiry draws inspired scholars to our global campuses, where ideas are born that challenge and change the world. We empower individuals to challenge conventional thinking in pursuit of original ideas. Students in the College develop critical, analytic, and writing skills in our rigorous, interdisciplinary core curriculum. Through graduate programs, students test their ideas with UChicago scholars, and become the next generation of leaders in academia, industry, nonprofits, and government.

To learn more about the university click here http://www.uchicago.edu/