Job Posting Title:

Medical Staff Assignment Office Manager, UT Health Austin

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Hiring Department:

Dell Medical School

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt

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Earliest Start Date:

Jan 13, 2025

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

Purpose

The Manager of Medical Staff Assignment Office is responsible for centralizing and overseeing provider scheduling operations for physicians and Advanced Practice Providers (APPs) across the organization. This role leads the Medical Staff Assignment Office team to ensure efficient, consistent, and equitable scheduling for clinics, procedural blocks, administrative time, and Continuing Medical Education (CME). The manager collaborates with clinical and administrative leaders to streamline processes, alleviate the burden on department leaders, and align scheduling operations with organizational goals and growth strategies, including preparation for the 2030 hospital opening.

Responsibilities

Team Leadership and Oversight: Lead and manage the Medical Staff Assignment Office team to ensure timely and accurate scheduling for physicians and APPs. Optimize scheduling templates for clinical, procedural, administrative, and CME time. Establish performance goals and provide feedback to the team to achieve high-quality outcomes. Foster cross-functional collaboration between clinical, administrative, and allied health teams to align scheduling with organizational needs.

Operational Efficiency and Process Improvement: Centralize and standardize provider scheduling processes to improve efficiency, quality, and service. Analyze scheduling data to identify inefficiencies and recommend improvements. Develop and document workflows and policies to ensure consistency and scalability. Lead cross-functional initiatives to design and implement scheduling process improvements.

Cross-Functional Collaboration: Collaborate with organizational leaders to ensure scheduling policies and templates align with clinical and operational requirements. Serve as a liaison between the scheduling team and other departments to ensure effective communication and coordination. Proactively address and resolve scheduling challenges to maintain seamless provider operations.

Training and Communication: Create and maintain documentation, training materials, and communications to support scheduling policies and system changes. Train staff and providers on new scheduling tools, workflows, and policies to ensure alignment and smooth transitions. Communicate with providers regarding scheduling changes, policies, and requests to ensure clarity and satisfaction.

Reporting and Analysis: Provide regular reports on scheduling operations, provider utilization, and performance metrics. Analyze scheduling trends to identify opportunities for optimization and resource management. Maintain systems for tracking and reporting scheduling data to improve decision-making and operational efficiency.

Other related duties as assigned.

Required Qualifications

Associate’s degree and a minimum of 8 years in healthcare administration or provider scheduling, with at least 5 years in a supervisory or managerial role. Experience in process improvement, team leadership, and cross-functional collaboration required. Proficiency in scheduling software (e.g., Epic or similar systems). Familiarity with clinical operations, physician and APP workflows, and CME requirements. Strong leadership and team management skills with a focus on motivating and developing staff. Excellent communication and interpersonal skills for interacting with clinicians, administrative staff, and leadership. Proficiency in scheduling tools, reporting software, and process documentation. Strong analytical and problem-solving skills with a focus on operational efficiency. Ability to handle sensitive and confidential information with discretion. Capability to manage multiple priorities in a fast-paced environment.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor’s degree in Healthcare Administration, Business Administration, or a related field preferred.

Salary Range

$85,000+ depending on qualifications

Working Conditions

May work around standard office conditions

Repetitive use of a keyboard at a workstation

Use of manual dexterity

Required Materials

Resume/CV

3 work references with their contact information; at least one reference should be from a supervisor

Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.  You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.  Documents need to be presented no later than the third day of employment.  Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

E-Verify Poster (English) [PDF]E-Verify Poster (Spanish) [PDF]Right To Work Poster (English) [PDF]Right To Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.