Lead Scheduling Secretary, OR

UPMC Mercy is seeking an experienced Lead Scheduling Secretary to join the Centralized Surgical Scheduling team. This full‑time, daylight‑schedule position serves as the key connection between patients, families, physicians, and the surgical team, coordinating care and ensuring an exceptional experience throughout the surgical process.

Responsibilities

• Coordinate all surgical scheduling activities for inpatient and outpatient procedures, ensuring accuracy and adherence to departmental guidelines.
• Communicate professionally with surgeons, physician offices, patients, and ancillary departments.
• Verify surgeon privileges, scheduling requirements, and suspension status prior to booking procedures.
• Enter, maintain, and validate scheduling data to ensure accurate surgical reservations and daily schedules.
• Collaborate with the Service Center and physician offices to obtain and communicate accurate scheduling information.
• Serve as a resource and subject‑matter expert for Surgical Services Secretaries, providing guidance and support on scheduling processes and problem resolution.
• Assist with interviewing, onboarding, training, and performance evaluation of new Surgical Services Secretaries.
• Apply departmental policies and procedures to resolve scheduling issues efficiently.
• Review and verify daily surgical schedules with surgeons and office managers for completeness and accuracy.
• Develop and maintain monthly staffing schedules for department secretaries.
• Assume supervisory responsibilities in the absence of the Unit Director/Supervisor, including finalization of the surgical schedule and oversight of departmental operations.
• Carry the weekend scheduling beeper and provide support for scheduling issues when leadership is unavailable.
• Maintain accurate documentation and records, ensuring procedural information is readily accessible.
• Compile and report statistical and operational data as requested.
• Demonstrate knowledge of UPMC programs, services, and resources to effectively support patients, providers, and staff.
• Foster collaboration within the healthcare team and communicate potential issues or concerns to leadership.
• Provide leadership in conflict resolution and support a positive, team‑oriented work environment.
• Uphold patient confidentiality and organizational standards while delivering exceptional customer service.
• Assist colleagues and perform additional duties as assigned to support departmental operations.

Requirements

• Previous experience in a surgical services or operating‑room setting.
• Experience scheduling surgical procedures and coordinating complex schedules.
• Strong customer service and communication skills.
• Ability to build positive relationships with patients, families, physicians, and clinical staff.
• Flexibility and adaptability in a fast‑paced healthcare environment.
• Strong problem‑solving and organizational skills.
• Initiative to support departmental operations beyond scheduling responsibilities.
• Leadership experience or the ability to serve as a resource and mentor to team members (preferred).
• Completion of a business or secretarial school, or at least three years of scheduling experience in a health‑care setting.
• Excellent written and verbal communication skills.
• Accurate typist with ability to use a transcription machine.
• Experience in guest relations (preferred).
• Experience with computer‑based systems (preferred).
• Ability to function well under stressful conditions.
• Excellent organizational skills, tact, patience, and understanding.
• Knowledge of medical terminology.

Licensure & Certifications

• Act 34

Schedule

Full‑time daylight schedule.