Provider Scheduling Coordinator

Department

BSD OBG - Administration

About The Department

The Department of Obstetrics and Gynecology has 140 clinical providers, providing care at the main hospital in Hyde Park and seven off site locations. We have more than 68,000 outpatient visits, 28,000 ultrasound visits, 2,800 deliveries, and 3,300 surgeries per year. Teaching, research, and the highest quality clinical care are top priorities for the Department. The residency and fellowship programs are highly ranked and have a history of training leaders in healthcare. The Department also has a significant research enterprise, engaging in population health studies, as well as research conducted in wet laboratories on tumor biology, fibroid research, and hypertensive diseases in pregnancy. Additionally, the Section of Family Planning has established a unique research center, CI3, which focuses on reproductive policy and innovations in sexual and reproductive health. The department was ranked #16 on the 2022-2023 U.S. News & World Report.

Job Summary

Under supervision and guidance, the job coordinates projects in monitoring the allocation of physicians and APPs at various clinical and surgical sites. This includes creating physician coverage schedules for various services within the clinical activities of Ob/Gyn. Will also update and maintain the physician scheduling software as needed. May build and expand use of current scheduling software based on the needs of the Department. Must be willing to be the expert user of the software platform for the Department. At the instruction of others, performs work that contributes to development of long and short-term financial goals, business strategies/plans, and financial forecasts/models for major service programs and initiatives.

Responsibilities

• Works closely with research faculty to maintain their schedules and clinical time allocations through use and management of scheduling software.
• Partner with Medical Director to develop improved efficiencies with scheduling and allocation of resources.
• Provides training to new faculty and providers on scheduling protocol and utilization of scheduling software.
• Assists departmental leaders in managing the fiscal health of the department and initiating projects related to the departmental strategies.
• May manage special projects or functions related to the business of the organizational unit.
• Analyze and present data regarding allocated clinical time against department budgeted targets.
• Monitor physicians to ensure that department is utilizing full cFTE load.
• Collaborate with Section Administrators in creating quarterly status reports for Section Chiefs.
• Assist Section Administrators in proposing year end budget targets based on the prior year clinical effort.
• Partner with vendor to roll out and implement software updates and algorithm changes.
• Interprets and adjusts to vendor systems changes to ensure operational excellence with scheduling and processing.
• Professionally supports the clinical department management. Implements plans for clinical educational programs and initiatives.
• Acts as a liaison between the section and other University departments.
• Educate new clinicians and administrators on scheduling protocols/guidelines.
• Interfaces with site scheduling administrators to ensure coverage needs are met.
• Reconcile clinician hours and submits reports to payroll department and provide analysis as needed.
• Enter schedules into database and distribute (fax, email, and mail) to appropriate staff, clinician and/or appropriate hospital personnel.
• Provides confidential and high-level administrative support for a leader. Stays informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office to University. May staff Board of Directors meetings. Relieves leaders of administrative responsibilities.
• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. May manage a portion of the leader's budget, monitoring and reconciling accounts. Prepares financial and/or administrators.
• Performs other related work as needed.
  
  

Education:

Minimum Qualifications

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

Work Experience:

Minimum requirements include knowledge and skills developed through 7 years of work experience in a related job discipline.

Certifications:

Preferred Qualifications

Education:

• Associate degree in a related field.
  
  

Experience:

• Experience in fast-paced healthcare environment requiring timely responses to requests and effective management of multiple tasks simultaneously, strongly preferred.
• Previous administrative experience strongly preferred.
• Previous experience at an academic medical center strongly preferred.
• Familiarity with central administration within a complex research university environment.
• Experience operating basic computer applications including but not limited to MS Office and Outlook.
• Previous experience using scheduling software such as Qgenda strongly preferred.
• Previous experience in the OB/GYN field.
• Experience and or familiarity with GEMS, Buysite and ePayments.
  
  

Preferred Competencies

• Organization.
• Problem-solving.
• Collaboration and Independence.
• Attention to detail.
• Communication.
• Ability to effectively present information and respond to questions from groups of clinicians, administrators, patients, and other stakeholders.
• Proven ability to develop strong relationships with professionals, clinicians and hospital staff through phone or other informal channels.
• Strong computer skills including MS Office, Access and Windows applications.
• Ability to perform detailed work.
• Ability to perform multiple concurrent tasks with occasional interruptions.
• Ability to exercise discretion and confidentiality while handling sensitive information.
  
  

Working Conditions

• Office setting.
• Ability to sit at a workstation for long periods of time.
• Ability to lift boxes weighing 5 lbs.
  
  

Application Documents

• Resume (required)
• Cover Letter (preferred)
  
  

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Administration & Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

40

Drug Test Required

No

Health Screen Required

Yes

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

FLSA Status

Exempt

Pay Range

$61,000.00 - $88,000.00

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

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