Summary

The Department of Pediatrics, Division of Pediatric Emergency Medicine, is seeking a highly organized and dedicated Coordinator, Business Operations to support the division’s Clinical Scheduling Operations. As one of the nation’s largest and most complex Pediatric Emergency Medicine programs, the division relies on efficient scheduling systems to ensure seamless clinical coverage across multiple sites. In this role, the Coordinator will play a critical part in managing the daily operational demands of scheduling more than 100+ providers who deliver emergency care across our network. 

The ideal candidate will ensure schedules are accurate, compliant, and optimized to support exceptional patient care. This position serves as a central resource for clinicians and leadership, helping maintain operational efficiency, solve scheduling challenges, and support a wide range of administrative functions tied to clinical operations. 

Job Duties

Schedule Management 

• Facilitates the administration of the annual scheduling survey to collect and evaluate physician scheduling availability.
• Analyzes survey data and integrates responses into the scheduling software; collaborates with leadership to develop, revise, and manage provider schedules that ensure adequate coverage across multiple sites.
• Ensures schedules are equitable, accurate, and aligned with operational requirements.
• Maintains clinical allocations for all providers; calculates updates to clinical effort based on allocation guidelines.
• Manages real-time scheduling issues, including conflicts, time-off requests, and staffing changes.
• Maintains dashboards and tracking systems. Generates reports on clinical/non-clinical time with routine reporting.
• Prepares supplemental pay reports for review and payment processing.
• Serves as a primary point of contact for clinicians regarding scheduling questions or issues; collaborate with
  administration to address inquiries and scheduling issues.
• Communicates schedule updates and changes to clinicians, staff, and leadership.
• Participates in Scheduling Committee meetings with Physician & Administrative Leadership.
• Partners with the scheduling software vendor to optimize scheduling processes.

Administrative Responsibilities 

• Supports Senior Pediatric Emergency Medicine faculty, including Medical Directors and Associate Medical Directors across all emergency center locations (TMC-West-Woodlands-Austin).
• Manages calendars, travel arrangements, conference logistics, and meeting coordination.
• Serves as the central point of contact between Clinical Operations, Division leadership, and internal/external clinical operations stakeholders.
• Supports administrative processes related to clinical operations, quality initiatives, and safety efforts.
• Prepares supplemental pay reports for review and payment processing.
• Performs other job-related duties as assigned.

Minimum Qualifications

• High School diploma or GED.
• Two years of relevant experience.

Preferred Qualifications

• Bachelor's Degree
• 3+ years prior experience working in hospital or medical office with experience in scheduling software.
• Prior experience with QGenda is highly preferred.
• Ability to perform advanced scheduling functions in system applications.
• Proficient with Microsoft Office applications (Outlook, Word, and Excel).
• Multi-tasking abilities, professional communication skills, and excellent customer service/telephone etiquette.