Administrative Assistant, Scheduling

Administrative Assistant, Scheduling

Reports to: Operations Manager

Position Overview: 

Performing in a highly visible role, the Department Administrator is responsible for a number of complex and diverse administrative duties in support of the assigned service area. Included is supporting key members of the service area’s leadership. The Department Administrator is a key contributor to the function and flow of a busy service area(s). This position appropriately prioritizes, sequences, and executes administrative tasks that include but are not limited to managing the clinic’s master schedule, on-call schedule, after-hours protocols, provider and, potential other staff requests for vacation and other time off requests, onboarding of new hire logistics, provider seminar and conference administrative tasks including travel arrangements, event planning, drafting department-wide communications using the voice of each author, assembling complex data for the principals to present in the form of tables, charts, and PowerPoint, and the day to day management of administrative calendars for service area leadership.

The Department Administrator also performs as the service area’s master scheduler. When performing in this role, the position establishes the core clinical schedule from which all patient appointments are booked. This role is responsible for coordinating provider clinical obligations and facilitating the compiling of said obligations and constraints into a single scheduling template in which the service area is run. This is a complex function of coordinating more than 20 individual providers which constitutes decision making to appropriately establish each template with specific appointment types to appropriately schedule. It requires the ability to manage from a macro perspective, multiple and various appointment types.

Principal Duties and Responsibilities*

  • Maintains administrative and clinical calendars for service area leadership. Partners with key peers to coordinate internal cross-functional, cross-campus, and external partners so that coordination of meetings is done efficiently and with the utmost of decorum and appropriate confidentiality. 
  • Maintains positive, high emotional intelligence regardless of the situation at hand. Acts as a calming, organizing presence within the office so that the service area leadership and their direct reports can depend on having all necessary work and support available prior to when needed. 
  • Assists hiring manager in determining training schedules, skills development forums, and other such items so that the new hire is best positioned for success.
  • Coordinates high-profile events, typically replicating established events. This includes preparation of invitations, menu, name tags, and presentation needs. 
  • Assists with programs and/or projects, performing administrative or analytic tasks to support the initiative.
  • Provides scheduling, administrative support for assigned service area sub-teams, full-service team meetings, and other reoccurring meetings. 
  • Maintains and updates annual calendar of events. Annually gathers important dates and schedules events as appropriate.
  • Assists with the scheduling and communications around assigned service area sponsored and department-wide events. 
  • Fields a wide array of phone calls with diplomacy while organizing high-profile meeting logistics. 
  • Troubleshoots complex schedules and anticipates impact on unit workload.
  • Responsible for meeting with and educating new providers on the departmental structure of the master schedules. Incorporates provider feedback during onboarding process to the development of the master template schedule.
  • Establishes provider master template session limit rules in scheduling system.
  • Maintains and revises provider master schedules based on provider or leadership request.
  • Coordinates with appropriate clinical staff to ensure schedules appropriately record provider attendance at meetings, retreats, interviews, conferences, seminars, or other causes that impacts the provider availability verses patient’s access to appointments.
  • Manages the communication distribution of patient appointment notifications via appropriate medium to inform them of changes in their appointment.
  • Notifies the department clinical leaders of any changes that may impact the daily schedule.
  • Establishes annual on-call schedule for all providers.
  • Coordinates and distributes the evening/weekend on-call provider monthly schedule at minimum 90 days in advance.
  • Takes a leadership role in making adjustments when providers communicate availability problems or other conflicts.
  • Composes and edits correspondence and other documents. Makes editorial changes in materials, including limited rewriting, and/or creating tables and graphics; and independently checks for accuracy of content by referencing a variety of sources.
  • Provides cross coverage for other Service Area staff members for absences, vacations, etc. and during variations in workflow, as needed. 
    Other duties as assigned.

Minimum Required Education and Experience:

  • High school degree or equivalent.
  • Three years administrative experience or equivalent.
  • Position requires poise, discretion, tact, organization skills, accuracy, and reliability. 
  • Must be able to take initiative, set priorities, make independent decisions, manage multiple tasks simultaneously, and work autonomously and effectively.
  • Excellent interpersonal and organizational skills a must. 
  • Strong attention to detail.
  • Ability to bring projects to completion within established timeframes. 
  • Ability to approach problems creatively and resourcefully. 
  • Must exercise sound judgment in performing duties of a highly confidential nature. 
  • Exceptional verbal and written communication skills required. 
  • Must be comfortable with working on and with computers. Proficient at minimum with Microsoft Office and comfortable with everyday office technology and programs in general. 
  • Must be comfortable collaborating and interacting with a wide range of individuals. 
  • Strong commitment to customer service required.
  • Prior experience in the medical field not necessary.

Job number: 24169
Grade level: 5

* To comply with regulations by the Americans with Disabilities Act (ADA), the principal duties in job descriptions must be essential to the job. To identify essential functions, focus on the purpose and the result of the duties rather than the manner in which they are performed. The following definition applies: a job function is essential if removal of that function would fundamentally change the job.

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