UNIV - Administrative Coordinator I - Department of OBGYN

About the role

The successful candidate will serve as a key operational resource supporting clinic scheduling accuracy, template management, reporting, system integrity, and provider workflow. This position requires strong attention to detail, effective communication, analytical skills, sound judgment, and the ability to collaborate across multiple teams to identify and resolve scheduling and operational issues.

Responsibilities

• Review, assess, and approve daily clinic cancellation requests in QGenda, ensuring requests are processed accurately, timely, and in accordance with established scheduling guidelines.
• Maintain accurate scheduling systems by updating QGenda daily to reflect clinic cancellations, schedule changes, and template modifications; ensure QGenda and Epic schedules remain accurate, synchronized, and reflective of current clinic operations.
• Partner with peers, Patient Access, and Central Scheduling teams and leadership to identify and resolve scheduling issues, ensuring patient outreach and calls for appointments occurring within 30 days are current and appropriately managed.
• Evaluate requested schedule and template changes and assist in determining feasibility and appropriate implementation.
• Review reports and information provided by Patient Access and Central Scheduling liaisons; investigate discrepancies, identify root causes, and collaborate with stakeholders to develop and implement effective solutions.
• Develop and provide training and ongoing support to faculty and staff on the use, functionality, and viewing capabilities of QGenda; serve as a resource for questions related to scheduling workflows and system functionality.
• Track and monitor aging open encounters and assist providers with resolving errors or issues preventing encounter closure; proactively communicate with providers regarding encounters approaching the 20-day aging threshold and follow up to ensure encounters are closed within the required 29-day timeframe.
• Produce standard and ad hoc reports using Fabric, Power BI, Excel (pivot tables), Epic, QGenda, and other available systems; analyze data to identify trends, discrepancies, scheduling concerns, and opportunities for operational improvement.
• Establish and maintain effective working relationships with providers, faculty, staff, Patient Access, Central Scheduling, template builders, and other operational partners to promote accurate scheduling and efficient clinic operations.
• Assist the direct manager with email management, meeting coordination, follow-up activities, documentation, and other administrative and operational responsibilities as needed.

Requirements

• A high school diploma and four years relevant experience in business management, public administration or administrative services; or a bachelor's degree and two years experience in business management, public administration or administrative services.

Physical Requirements

• Ability to perform job functions in an upright position (Frequent).
• Ability to perform job functions in a seated position (Frequent).
• Ability to perform job functions while walking/mobile (Frequent).
• Ability to work indoors (Continuous).
• Ability to work outdoors in all weather and temperature extremes (Infrequent).
• Ability to work in confined/cramped spaces (Infrequent).
• Ability to perform job functions from kneeling positions (Infrequent).
• Ability to bend at the waist (Frequent).
• Ability to squat and perform job functions (Infrequent).
• Ability to perform “pinching” operations (Infrequent).
• Ability to fully use both hands/arms (Continuous).
• Ability to perform repetitive motions with hands/wrists/elbows and shoulders (Frequent).
• Ability to reach in all directions (Frequent).
• Possess good finger dexterity (Continuous).
• Ability to maintain tactile sensory functions (Continuous).
• Ability to lift and carry 15 lbs., unassisted (Infrequent).
• Ability to lift objects, up to 15 lbs., from floor level to height of 36 inches, unassisted (Infrequent).
• Ability to lower objects, up to 15 lbs., from height of 36 inches to floor level, unassisted (Infrequent).
• Ability to push/pull objects, up to 15 lbs., unassisted (Infrequent).
• Ability to maintain 20/40 vision, corrected, in one eye or with both eyes (Continuous).
• Ability to see and recognize objects close at hand (Continuous).
• Ability to see and recognize objects at a distance (Frequent).
• Ability to match or discriminate between colors (Frequent).
• Ability to determine distance/relationship between objects; depth perception (Continuous).
• Good peripheral vision capabilities (Continuous).
• Ability to maintain hearing acuity, with correction (Continuous).
• Ability to hear and/or understand whispered conversations at a distance of 3 feet.
• Ability to perform gross motor functions with frequent fine motor movements (Frequent).
• Ability to work in dusty areas (Infrequent).