Scheduling Administrator

When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives.

The Scheduling Administrator will support the Anesthesia Department at Beth Israel Deaconess Medical Center in Boston, MA.

This is an on-site position with the possibility to work remotely one day per week after a six-month orientation period.

Job Description:

The Scheduling Administrator serves as an important point of contact for information and issues relating to the assignment scheduling for but not limited to faculty, residents, and NP's. Works with the Manager to prepare and monitor quarterly, monthly, weekly and daily schedules for a large volume of clinical staff. Develops and maintains a keen understanding of the scheduling complexities and communicates regularly with manager and clinical leaders about conflicts.

Essential Responsibilities:

• Prepare call schedules and other assignment schedules for physician and nursing staff ensuring accuracy and equity of assignments. This requires a thorough understanding of the scheduling application (Qgenda) and the rules surrounding assignments.
• Maintain schedules, making updates as necessary. Communicate and facilitate the resolution of conflicts.
• Forecast and communicate scheduling needs for special days, i.e. resident exam days, department-wide training days.
• Collect and prepare daily scheduling information to facilitate the preparation of the schedule.
• Enter daily clinic room schedule. Work with physician scheduler to resolve conflicts, communicate changes, and produce final case assignments.
• Prepare and maintain various scheduling reports to support scheduling and staffing operations.

Department Specific Job Responsibilities:

• Work with Residency and Fellowship Coordinators to track trainees' clinical work ensuring compliance with ABA/ACGME requirements.
• Work with Anesthesia IT staff to ensure that scheduling systems are operational and accurate.

Required Qualifications:

• High School diploma or GED required. Bachelor's degree preferred.
• 3-5 years related work experience required.
• Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint or Access and other web-based applications. May produce complex documents, perform analysis and maintain databases.

Competencies:

• Decision Making: Ability to make decisions that are guided by precedents, policies and objectives. Regularly makes decisions and recommendations on issues affecting a department or functional area.
• Problem Solving: Ability to address problems that are highly varied, complex and often non-recurring, requiring staff input, innovative, creative, and Lean diagnostic techniques to resolve issues.
• Independence of Action: Ability to set goals and determines how to accomplish defined results with some guidelines. Manager/Director provides broad guidance and overall direction.
• Written Communications: Ability to summarize and communicate in English moderately complex information in varied written formats to internal and external customers.
• Oral Communications: Ability to comprehend and communicate complex verbal information in English to medical center staff, patients, families and external customers.
• Knowledge: Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.
• Team Work: Ability to work collaboratively in small teams to improve the operations of immediate work group by offering ideas, identifying issues, and respecting team members.
• Customer Service: Ability to provide a high level of customer service to patients, visitors, staff and external customers in a professional, service-oriented, respectful manner using skills in active listening and problem solving. Ability to remain calm in stressful situations.

Physical Nature of the Job:

• Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time, with walking and standing required only occasionally.

As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) as a condition of employment.

More than 35,000 people working together. Nurses, doctors, technicians, therapists, researchers, teachers and more, making a difference in patients' lives. Your skill and compassion can make us even stronger.

Equal Opportunity Employer/Veterans/Disabled