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About the position
The Scheduling Coordinator at Columbia University plays a crucial role in supporting the Department of Emergency Medicine by managing and improving administrative and operational functions. This position involves close collaboration with faculty leadership and requires acute attention to detail, strong customer service skills, and the ability to work in a fast-paced environment. The role includes scheduling responsibilities, administrative support, and communication with various stakeholders to ensure effective coordination of clinical operations.
Responsibilities
- Educates providers on scheduling protocols and guidelines.
- Generates provider reports on annual clinical/scholarly/administrative hours.
- Performs scheduling maintenance, daily edits, posts announcements, and provides reports to administration as requested.
- Requests and applies provider availability on a quarterly and daily basis to complete the shift schedules for four Emergency Medicine sites.
- Plans, organizes, and prioritizes tasks and schedule to meet critical deadlines.
- Troubleshoots and resolves daily and future staffing concerns.
- Reconciles and tracks work hours for all clinicians and submits information to payroll for processing.
- Responds in a timely manner to provider inquiries, scheduling changes and maintains confidential and sensitive information.
- Utilizes and demonstrates in-depth working knowledge of departmental scheduling system Shift Admin to input, maintain and publish quarterly provider clinical shift schedules.
- Collaborates with Human Resources to develop and present provider and staff onboarding education to the scheduling system, and system access.
- Collaborates with Research and Finance Divisions to maintain master schedule and provide reports.
- Acts as primary communication liaison between physicians, hospitals, and clinical staff to ensure cases are effectively coordinated and successfully completed.
- Provides administrative support to the department leadership.
- Resolves problems independently, drafts correspondence, coordinates and assists in gathering information, using sound judgment in determining priorities.
- Maintains calendar and coordinates and schedules appointments, meetings, and conferences.
- Manages or redirects contacts and communications not requiring the immediate attention of the Department Leadership.
- Organizes and manages special projects of varying size and scope for the Administrator's office including Department-wide programs and initiatives.
- Cross covers for other administrative staff and performs other duties as needed.
Requirements
- Bachelor's degree or equivalent in education and experience.
- Three years of relevant administrative experience.
- Proven ability to interact with all levels of faculty and staff.
- Acute attention to detail.
- Ability to exercise excellent judgment and diplomacy in all interactions.
- Ability to prioritize work and possess a professional sense of accountability.
- Ability to show independent thinking, analysis, and problem-solving capabilities.
- Strong written and verbal communication skills.
- Proficiency in business software applications (Outlook, Excel, Word, PowerPoint) and comfortable with new technologies and software.
