Administrator Officer 2

About the role

The Central Scheduling Resource Coordinator is responsible for ensuring compliance with departmental standards related to OR scheduling, and OR block management/oversight. This position oversees the processes that produce and maintain the OR schedule at UCSF Health Systems (East Bay, West Bay, SFSM and future acquisitions).

Responsibilities

• Facilitates scheduling, coordinates daily OR scheduling activities and monitors workflow of administrative services.
• Responsible for coverage of all Periop OR locations.
• Captures OR scheduling and reviews 3-4 weeks in advance to maximize capacity and accuracy of scheduled cases.
• Troubleshoots day-to-day administrative and IT issues.
• Handles & escalates issues seeking clinical input when appropriate.
• Acts as Superuser of APEX Optime and has in-depth knowledge of system capabilities and limitations.
• Serves as primary liaison to the Perioperative Administrative Team and surgical clinics.
• Utilizes all available systems to monitor case accuracy and work with practice assistants on scheduling /equipment conflicts.
• Adjusts OR case length based on average/historical data in an effort to have the most accurate surgery schedule as possible.
• Ensures schedulers follow OR scheduling guidelines, block rules, and policy.
• Partners with site triads to determine correct case placement based on acuity, complexity, most efficient and best use of block time with the goal of maximizing available perioperative resources across all sites.
• Facilitate case changes; i.e. patient class, equipment, cased length adjustment, order change, physician availability.
• Accurately schedules all surgical and Anesthesia procedures within existing scheduling grid and assigns operating room time based on current block time allocations and availability.
• Maintains ongoing communication with appropriate personnel regarding changes to the OR schedule.
• Adheres to departmental policies and procedures, including telephone and house standards.
• Participates in daily team huddles to facilitate add on cases to open time to maximize available OR resources and resolve scheduling conflicts.

Qualifications

• High school graduate with working knowledge of medical terminology and surgical procedures.
• Five years of surgery scheduling experience.
• Ability to use sound judgment in responding to issues and concerns.
• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.
• Solid organizational skills and ability to multi-task with demanding timeframes.
• Working knowledge of common organization-specific and other computer application programs.
• Ability to use discretion and maintain confidentiality.
• Solid interpersonal and customer service skills.
• Ability to be diplomatic and highly organized.
• Ability to remain calm under pressure and apply sound judgment.
• 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.
• Ability to communicate effectively, both orally and in writing.
• Ability to work collaboratively with all members of the staff and other Medical Center personnel.
• Well developed public-relations and communication skills, and ability to handle discretionary release of confidential information.
• Ability to read and comprehend handwritten surgical case information.
• Proficiency with Windows-based software including Microsoft word, Excel, Outlook.
• Knowledge of computer systems and software used in functional area.

Benefits

Salary information is 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.