Administrator Officer 2
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UCSF
San Francisco, CA, US
Summary
The Central Scheduling Resource Coordinator manages OR scheduling and block oversight across UCSF Health Systems to ensure efficiency and compliance. This role involves troubleshooting scheduling gaps, acting as an Optime superuser, and coordinating daily huddles to resolve resource conflicts.
Job Description
The Central Scheduling Resource Coordinator is responsible for ensuring compliance with departmental standards related to OR scheduling, and OR block management/oversight. Central Scheduling Resource Coordinator oversees the processes that produce and maintains the OR schedule at UCSF Health Systems (East Bay, West Bay, SFSM and future acquisitions. This position is responsible for developing tools to trouble shoot problems and monitor performance and utilization of the surgical schedule.
This person acts as Superuser for Optime scheduling to monitor efficiency for all surgical procedures and provide support and guidance for the decentralized schedulers and clinical staff to ensure scheduling standards are met. Collaborates with the Perioperative leadership to identify improvements and workflow gaps for scheduling accuracy. Enhances partnership between the surgical clinics and the OR by participating in the Tier 2 scheduling meetings to identify opportunities for utilization and patient access.
The Central Scheduling Resource Coordinator is responsible for providing a full range of customer service to ensure inquiries and / or problems are resolved with speed and accuracy. Including researching, resolving questions and problem solving, maintaining case records, and communicating resolution and / or status. Maintaining communication with decentralized schedulers, surgeons, nurses, and anesthesiologists, as well other units including Preop, Pacu, and SPD in changing case information to ensure the daily OR schedule is efficient, has proper instrumentation/equipment, and correct procedure booked on day of surgery.
The Central Scheduling Resource Coordinator coordinates the OR daily huddles to review the elective add-on cases for appropriate placement on the schedule in addition to resolving resource issues and conflicts with surgical cases.
Responsibilities
|
% of time |
Essential Function (Yes/No) |
Key Responsibilities (To be completed by Supervisor) |
| 70 | Yes |
Advanced Central Scheduling Recource Corrdination and support. Facilitates scheduling, coordinates daily OR scheduling activities and monitors workflow of administrative services. Responsible for coverage of all Periop OR locations.
|
| 10 |
Performs administrative operations activities as predominant focus of position, accountability for operational and budget processes, and staff FTE. • Provides team leadership to support groups within Periop. • Monitor case volume by participating in tiered volume huddles with clinics and being a resource for addressing escalations.
Analyzes and reports on scheduling trends which impact “Awesome Scheduling”. Supports billing functions when necessary or assigned. |
|
| 10 |
Participates in medical center committees or task forces and other special projects as required to support improvements in the patient experience.
|
|
| 10 |
Participates in on-going process improvement of scheduling workflows to include providing feedback to direct schedulers. |
|
|
100% |
(To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.) |
Qualifications
| Knowledge, Skills and Abilities | Req / Pref |
| High school graduate with working knowledge of medical terminology and surgical procedures. Five years of surgery scheduling experience. | REQ |
| Ability to use sound judgment in responding to issues and concerns. | Req |
| Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing. | Req |
| Solid organizational skills and ability to multi-task with demanding timeframes. | Req |
| Working knowledge of common organization-specific and other computer application programs. | Req |
| Ability to use discretion and maintain confidentiality. | Req |
| Solid interpersonal and customer service skills. Ability to be diplomatic and highly organized. Ability to remain calm under pressure and apply sound judgment. | REQ |
| Ability to work independently in a fast-paced, demanding environment with minimal supervision. Ability to manage and oversee multiple tasks simultaneously, including high daily call volume. | REQ |
| Ability to communicate effectively, both orally and in writing. | REQ |
| Ability to work collaboratively with all members of the staff and other Medical Center personnel | REQ |
| Well developed public-relations and communication skills, and ability to handle discretionary release of confidential information/ | REQ |
| Ability to read and comprehend handwritten surgical case information. | REQ |
| Proficiency with Windows-based software including Microsoft word, Excel, Outlook. Knowledge of computer systems and software used in functional area. | PREF |
| Previous experience with computerized scheduling and data entry, preferably in a hospital environment. | PREF |
Problem Solving
Common problems solved by the employee:
- Accurate case placement across enterprise based on acuity, complexity, best and most efficient use of block time
- Actively identify opportunities for improved scheduling efficiency
- Work collaboratively with decentralized schedulers in troubleshooting any issues resulting in case delay, bumps or reschedules
Less frequent and more complex problems solved by the employee:
-
Provide input to block committees on updates to block allocation
Problems/situations that are referred to this employee's supervisor:
-
Decisions related to expenses and budget planning
Education, Licenses and Certifications:
|
Education |
Req / Pref |
|---|---|
|
High School graduate or equivalent with a minimum of 5 years’ of surgery scheduling experience |
Required |
| Bachelor's degree in related area | Preferred |
About UCSF
The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences. We bring together the world’s leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells.
Pride Values
UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence – also known as our PRIDE values.
In addition to our PRIDE values, UCSF is committed to equity – both in how we deliver care as well as our workforce. We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care. Additional information about UCSF is available here.
Join us to find a rewarding career contributing to improving healthcare worldwide.
Equal Employment Opportunity
The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.
Salary Information
The final salary and offer components are subject to additional approvals based on UC policy.
Your placement within the salary range is dependent on a number of factors including your work experience and internal equity within this position classification at UCSF. For positions that are represented by a labor union, placement within the salary range will be guided by the rules in the collective bargaining agreement.
To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html
The Department of Anesthesia and Perioperative Care at UC San Francisco is a pioneering leader in providing outstanding, state of the art healthcare that is equitable and inclusive. In alignment with the wider UCSF mission to advance health worldwide, we are committed to optimizing perioperative outcomes, training the next generation of anesthesiology leaders, and translating discoveries to benefit the health and life of our patients and the wide range of communities we serve.
Consistently ranked in the top ten nationally in NIH-funded research, important discoveries by our department include the first use of CPAP in premature infants, key contributions to the pharmacology of muscle relaxants and inhaled anesthetics, first demonstration of intraoperative transesophageal echocardiography, and many others [https://anesthesia.ucsf.edu/anesthesia-timeline-fullscreen]. We have robust research programs, spanning the range from ion channel structure and function, to clinical and translational research [https://anesthesia.ucsf.edu/welcome-ucsf-anesthesia-research].
Our trainees have become leaders across the country. We are particularly proud of our residency program [https://anesthesia.ucsf.edu/education-program-ucsf-department-anesthesia], which provides unequaled diversity of experience in a major university medical center (UCSF Helen Diller Medical Center at Parnassus Heights), the San Francisco Veterans Hospital, Zuckerberg San Francisco General Hospital, Mount Zion Hospital, the UCSF Orthopaedic Institute, and the UCSF Benioff Children's, Betty Irene Moore Women's and Bakar Cancer (NIH-designated Cancer Center) Hospitals in the Mission Bay neighborhood. We offer ACGME fellowships in Critical Care Medicine, Pain Medicine, Cardiac Anesthesia, Obstetric Anesthesia, Pediatric Anesthesia, Acute Pain and Regional Anesthesia, and many additional non-ACGME fellowships. Our faculty are dedicated to teaching, nurturing, and mentoring the next generation of leaders.
Founded
1958
Company size
501-1,000 employees
Industry
Hospitals and Health Care
Org type
Educational
Headquarters
San Francisco, CA
The Department of Anesthesia and Perioperative Care at UC San Francisco is a pioneering leader in providing outstanding, state of the art healthcare that is equitable and inclusive. In alignment with the wider UCSF mission to advance health worldwide, we are committed to optimizing perioperative outcomes, training the next generation of anesthesiology leaders, and translating discoveries to benefit the health and life of our patients and the wide range of communities we serve.
Consistently ranked in the top ten nationally in NIH-funded research, important discoveries by our department include the first use of CPAP in premature infants, key contributions to the pharmacology of muscle relaxants and inhaled anesthetics, first demonstration of intraoperative transesophageal echocardiography, and many others [https://anesthesia.ucsf.edu/anesthesia-timeline-fullscreen]. We have robust research programs, spanning the range from ion channel structure and function, to clinical and translational research [https://anesthesia.ucsf.edu/welcome-ucsf-anesthesia-research].
Our trainees have become leaders across the country. We are particularly proud of our residency program [https://anesthesia.ucsf.edu/education-program-ucsf-department-anesthesia], which provides unequaled diversity of experience in a major university medical center (UCSF Helen Diller Medical Center at Parnassus Heights), the San Francisco Veterans Hospital, Zuckerberg San Francisco General Hospital, Mount Zion Hospital, the UCSF Orthopaedic Institute, and the UCSF Benioff Children's, Betty Irene Moore Women's and Bakar Cancer (NIH-designated Cancer Center) Hospitals in the Mission Bay neighborhood. We offer ACGME fellowships in Critical Care Medicine, Pain Medicine, Cardiac Anesthesia, Obstetric Anesthesia, Pediatric Anesthesia, Acute Pain and Regional Anesthesia, and many additional non-ACGME fellowships. Our faculty are dedicated to teaching, nurturing, and mentoring the next generation of leaders.
Founded
1958
Company size
501-1,000 employees
Industry
Hospitals and Health Care
Org type
Educational
Headquarters
San Francisco, CA
