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Beth Israel Deaconess Medical Center Scheduling Administrator - Anesthesia in Boston, Massachusetts

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Scheduling Administrator - Anesthesia

Department Description:The Department of Anesthesia, Critical Care and Pain Medicine is looking for a talented, detail-oriented administrative professional with an interest in manpower scheduling and an aptitude to learn an automated scheduling application. The scheduling team prepares and monitors assignment, call and time off schedules for 225+ clinical staff. The team also supports the strategic decision process by providing analytical reports regarding staffing trends.

Job Location:Boston, MA

Req ID:37896BR

Job Summary:The Scheduling Administrator serves as an important point of contact for information and issues relating to the assignment scheduling for faculty, CRNA's, fellows, residents, NP's, RN and technicians. Works with the Manager to prepare and monitor quarterly, monthly, weekly and daily schedules for 225+ clinical staff across four hospitals and several office-based locations. Develops and maintains a keen understanding of the scheduling complexities and communicates regularly with manager and clinical leaders about conflicts.

Department Specific Job Responsibilities:

  • Work with Residency and Fellowship Coordinators to track trainees' clinical work ensuring compliance with ABA/ACGME requirements.

  • Work with Anesthesia IT staff to ensure that scheduling systems are operational and accurate.

Essential Responsibilities:

  • Prepare call schedules and other assignment schedules for physician and nursing staff ensuring accuracy and equity of assignments. This requires a thorough understanding of the scheduling application (Qgenda) and the rules surrounding assignments.

  • Maintain schedules, making updates as necessary. Communicate and facilitate the resolution of conflicts.

  • Forecast and communicate scheduling needs for special days, i.e. resident exam days, department-wide training days.

  • Collect and prepare daily scheduling information to facilitate the preparation of the schedule.

  • Enter daily operating room schedule. Work with physician scheduler to resolve conflicts, communicate changes, and produce final case assignments. Communicate with OR Scheduling Office as needed to resolve conflicts.

  • Prepare and maintain various scheduling reports to support scheduling and staffing operations. Contact Hospitals /facilities for daily schedule

Required Qualifications:

  • High School diploma or GED required. Bachelor's degree preferred.

  • 3-5 years related work experience required.

  • Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint or Access and other web-based applications. May produce complex documents, perform analysis and maintain databases.


  • Decision Making:Ability to make decisions that are guided by precedents, policies and objectives. Regularly makes decisions and recommendations on issues affecting a department or functional area.

  • Problem Solving:Ability to address problems that are highly varied, complex and often non-recurring, requiring staff input, innovative, creative, and Lean diagnostic techniques to resolve issues.

  • Independence of Action:Ability to set goals and determines how to accomplish defined results with some guidelines. Manager/Director provides broad guidance and overall direction.

  • Written Communications:Ability to summarize and communicate in English moderately complex information in varied written formats to internal and external customers.

  • Oral Communications:Ability to comprehend and communicate complex verbal information in English to medical center staff, patients, families and external customers.

  • Knowledge:Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.

  • Team Work:Ability to work collaboratively in small teams to improve the operations of immediate work group by offering ideas, identifying issues, and respecting team members.

  • Customer Service:Ability to provide a high level of customer service to patients, visitors, staff and external customers in a professional, service-oriented, respectful manner using skills in active listening and problem solving. Ability to remain calm in stressful situations.

Physical Nature of the Job:

Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time, with walking and standing required only occasionally