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Administrative Coordinator - Anesthesiology

Northwestern Medicine
City: 
Chicago
State: 
Illinois
Occupational fields: 
Office and Administrative Support
Employment type: 
Full time
Remote Position: 
No
Required degree level: 
Other

Anesthesiology - Attending Physicians, Residents and CRNAs
Administrative (Scheduling) Coordinator Job Description
Daily/ Weekly
o Ad Hoc email - morning
• Take photo of daily out times (white board); attach to email
• Record triple/solo/GI/Res OR4 assignments
• Update system with ATC, UNS/SICK, POST, etc.
o Email grid for following day - afternoon
• Google drive (excel and PDF)
o Process/Approve in EZCall and by email
• All vacation and CME requests
• Call trades and shift switches
• Enter roster messages and case request messages
o Check in with Coordinator for staffing needs/UNS approvals and assignment updates
o Email CRNA roster for following day to CSC
o Fill out and submit CRNA case tracking
o Update coordinator triple coverage spreadsheet
o Distribute CRNA breaker rotation list to coordinator
o Meet with Dr. Yaghmour and Mandy (separately) to streamline schedule issues
o Various weekly/monthly/quarterly/FY or AY duties
• Depending on time of year
Monthly
o Manpower Meeting
• Review agenda items and prepare handouts
o Operations Committee Meeting
• Arrange meeting date with Dr. Tamul
• Collect agenda Items
• Take minutes
o CRNA Staff Meeting
o FML/LOA entry into EZCall and collect UNUM forms
• CRNA - pull PTO balance from Rita/Derek and update PTO/LOA split
• APN - archive UNUM dates of leave and make excel sheet of FML/LOA type
o Email schedule to specific group
• Coordinators (email and prints)
• FRM
o Amion On-Call update
• Transcribe call schedule from EZCall
• Manage department Amion account, updating staff and calls as needed
o Enter fellow schedules in EZCall
• CCM
• Neuro
• Pain
• APN
• OB3
o Record late call out times
• Create/manage data summary spreadsheet
o Confirm Resident lecture Wednesdays
• Roster message for Resident and Attending mentor
• Additional CRNA staffing
o Monitor negative balance of Attd, Res, Fel UNS/CME days

Quarterly
o CRNA Call Schedule
• Collect any scheduling preference sheet changes
• Approve any 3p or no call requests
• Help Mandy input late hours/call shifts/weekend coverage
• Conflict check of entire month
• Publish and announce call schedule
o Update EZCall with Resident L&D OR/Floor assignments
o Attending Call Schedule
• Input Dr. Hogue's OR days
• Conflict check the Pain Clinic schedule
• Create, input and manage the specialty schedules
• Acute Pain / Blocks
• PreOp
• FRM
• TEE
• Feinberg Coordinator

Yearly
o Input CRNA rotating OFF days
o Input all Resident rotations and CA-1 timelines
o Send EZCall Resident CME/VAC totals for upload
o Send EZCall CRNA set OFF day spreadsheet
o Input Attending set OFF/NU/NMH days
o Send out and collect Holiday call requests
• CCM and Cardiac/Lung
o Input all conference titles on request calendar
o Priority vacations - EZCall
• Attendings
• Send memo announcing rules and due date of 1 st , 2 nd and 3 rd round
• Monitor and clean up rogue requests
• Email staff that priority vacations have been processed
• Announce due date for priority meeting requests entries
• Send email to announce the opening of full vacation schedule (individual days)
• CRNAs
• Send memo announcing rules and due date
• Monitor and clean up rogue requests
• Record totals and conflicts on blank excel sheet for each individual
• Check for errors with set/rotating OFF days
• Email staff that priority vacations have been processed
• Send email to announce the opening of full vacation schedule (individual days)
Miscellaneous
o Resident rotation schedule changes
o EZCall upgrades and improvements
o Schedule CRNA candidate interviews
o Assist Chief CRNAs (Hartman & Morley)
o Add/remove access to Google Grid
o Monitor Google Voice list - Emergency pages
o Update staff availability and profiles in EZCall
o Mass page individual staff groups
o Field all calls/emails re: schedule
o Troubleshoot EZCall questions/issues for all staff

Required:

  • Associate's degree.
  • 3-5 years experience in a business office with a strong emphasis on database management and customer service.
  • Knowledge of Microsoft Office, PowerPoint and Excel.
  • Ability to organize and think independently.
  • Excellent interpersonal skills.

Preferred:
  • Bachelor of Arts degree or business equivalent.
  • 5 years business experience.

Northwestern Medicine is dedicated to providing the most advanced healthcare to the communities and patients we serve. The Northwestern Medicine clinical and administrative staff, medical and science faculty and medical students come together everyday with a shared commitment to superior quality, academic excellence, scientific discovery and patient safety.

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