• Job Type: Officer of Administration
• Regular/Temporary: Temporary
• End Date if Temporary: 09/30/2026
• Hours Per Week: 20
• Salary Range: $35/hr - $35/hr

Position Summary

Reporting to Physician Schedulers and Department Leadership, the temporary VHO Scheduling Coordinator works closely and collaboratively with faculty leadership to support and improve administrative and operational functions within the Department of Emergency Medicine. The Scheduling Coordinator obtains provider availability on a quarterly and daily basis to complete the shift schedules for Emergency Medicine sites. Individual must have acute attention to detail, and ability to cultivate relationships to deliver high level customer service in a fast-paced environment. Subject to business needs, we may support flexible and hybrid work arrangements. 

Responsibilities

PRINCIPAL RESPONSIBILITIES

Scheduling

• 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.
• Acts as primary communication liaison between physicians, hospitals, and clinical staff to ensure cases are effectively coordinate and successfully complete.
• Collaborates with Research and Finance Divisions to maintain master schedule and provide reports

Administrative Support

• Provides administrative support to the department leadership
• Resolves problems independently, drafts correspondence, coordinates and assists in gathering information, using sound judgment in determining priorities
• Provides accurate responses to inquiries with appropriate follow-up
• Maintains calendar and coordinates and schedules appointments, meetings, and conferences
• Manages or redirects contacts and communications not requiring the immediate and 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

Minimum Qualifications

• Bachelor’s degree or equivalent in experience with at least three years of relevant administrative experience. 

Other Requirements

• Proven ability to interact with all levels of faculty and staff and ability to develop strong relationships through email, text, and phone
• Acute attention to detail
• Ability to exercise excellent judgment and diplomacy in all interactions
• Ability to prioritize work and possess professional sense of accountability.
• Ability to show independent thinking, analysis, and problem-solving capabilities
• Strong written and verbal communication skills
• Must be able to accurately handle diverse projects and a large volume of detailed work simultaneously
• Proficiency in business software applications (Outlook, Excel, Word, PowerPoint) and comfortable with new technologies and software.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.