Scheduling Coordinator

DUTIES:

Scheduling of residents, fellows, and faculty (WFM
- Residency uses Qgenda as the management platform for faculty and resident scheduling)
Creation, maintenance, and management of schedules including but not limited to:

Annual resident rotation schedules

Simulation lab schedules

Faculty physician service schedules

Resident & Faculty regular and specialty templates in EPIC Annual pregnancy centering schedule

Recruiting and Interview Season task scheduling

Initial supervision of, and coordination with Program Directors (PDs) for, approvals regarding items including but not limited to:

Time-off requests

Elective choices

Specialty clinics requests

Other experiences such as Baylor Laboratory for Exercise Science Technology (BLEST), Centering, American Board of Family Medicine In-training Exam (ABFM ITE) administration, CCC scheduling, SAR scheduling and bi-annual Faculty Review Coordination with faculty to provide support for Team Protected Time (TPT) didactic sessions;
Curriculum; distribution of rotation memos, including external contact information, etc.

Committee assignments such as Program Evaluation Committee (PEC), Curriculum,Attendance, coordination, and support for meetings

Other administrative responsibilities determined by PC and PDs such as coordination for the Advanced Life Support in Obstetrics (ALSO) course, recording meeting minutes, sending documents via DocuSignPHYSICAL AND MENTAL REQUIREMENTS:

Visual and auditory accuracy

Generally, 8-hour workday with rare night and weekend responsibilities

Typically, indoor office setting

Continuous use of computer and multiple online software platforms

Long periods of sitting

Frequent use of telephone

Continuous repetitive grasping and manipulation of both hands

Continuous conversational communication

Occasional reaching, walking, squatting, bending, kneeling, twisting and climbing

Occasionally carrying, lifting, pushing, and pulling of up to 25 lbs.

Occasionally working in confined, noisy, dusty areas

Occasional use of personal car for work related tasks or events

Understand/carry out simple/detailed, oral/written instructions

Memorize and retain instructions

Read and interpret detailed specifications

GME Scheduling Coordinator

REPORTS TO:

WFM-I Institutional and Program Coordinator;
Residency and Fellowship Program Directors

EDUCATION & EXPERIENCE:

An associate degree preferred.

Experience with digital schedule and appointment management, management of phone calls, emails, and texts related to scheduling.

Experience with management of notifications related to schedule changes. Ability to prioritize tasks. Equivalent experience may be substituted for education and experience requirements.

SKILLS & REQUIREMENTS:

Excellent verbal and written communication skills. Exceptional interpersonal skills. High level of integrity, ability to manage confidential information. Excellent time management skills with the ability to meet deadlines. Strong analytical and problem-solving skills. Ability to prioritize tasks and exercise discretion and independent judgment with respect to matters of significance. Demonstrated organizational skills and commitment to collaboration and teamwork. Ability to function well in a high-paced and sometimes stressful environment.

Able to take and apply feedback. Proficiency in Microsoft Office Suite and web-based interfaces. Ability to work occasional nights and weekends related to program events.
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