Associate Director, Scheduling Operations

Overview

The Associate Director of Scheduling Operations determines the overall direction, goals, tactics, and objectives for Pediatric Scheduling Operations. This role will work with the Associate Vice President of Clinical Operations, Pediatric Practice Director, and Pediatric Scheduling Manager to establish and achieve long range goals and ensure the implementation of departmental plans that are aligned with the vision, strategic plans, and goals of the institute.

Located in Boston and the surrounding communities, Dana-Farber Cancer Institute is a leader in life changing breakthroughs in cancer research and patient care. We are united in our mission of conquering cancer, HIV/AIDS, and related diseases. We strive to create an inclusive, diverse, and equitable environment where we provide compassionate and comprehensive care to patients of all backgrounds, and design programs to promote public health particularly among high-risk and underserved populations. We conduct groundbreaking research that advances treatment, we educate tomorrow's physician/researchers, and we work with amazing partners, including other Harvard Medical School-affiliated hospitals.

• Collaborates with scheduling leadership to develop, communicate, and implement effective scheduling strategies, processes, and guidelines. Partners with operations leadership to develop scheduling solutions. Serves as the liaison for pediatric oncology scheduling operations across Dana-Farber and Boston Children’s. Actively participate on committees to address issues and improve patient scheduling infrastructure.
• Oversees scheduling quality assurance, training materials, and performance metrics. Converts technical information into user-friendly documentation and instructions. Supports the development and maintenance of training materials.
• Serves as the analytical expert for scheduling and its related systems (EZCall, Epic, UKG) and processes. Manages master scheduling files including Master Template Grids, Provider Effort files, Infusion Grid working alongside the Scheduling manager. Collaborates with business intelligence to build effective reports.
• Manages physician clinical schedules and response collection, and coordinates with clinical research teams. Reviews all new provider requests and works with Floor and Disease Leadership to identify where there is space/time for providers to practice.
• Supervises staff. Hires and develops team members with the capabilities to achieve organizational goals. Defines and communicates clear expectations, provides regular constructive feedback, and evaluates performance against objectives. Oversees team’s compliance with organizational policies and procedures. Monitors work for efficiency, effectiveness, and quality. Mentors and coaches staff, facilitating training opportunities and supporting career growth. Works with senior management and Human Resources to address performance issues, as appropriate. Promotes and fosters a healthy and productive work environment within the team and with groups across the Institute.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Excellent verbal and written communication skills and ability to interact with all levels of the organization
• Excellent organizational and problem-solving skills and attention to detail
• Excellent interpersonal skills
• Mature, dependable, enthusiastic, motivated, and willing to learn new tasks
• Ability to coach, influence, and mentor a wide range of staff in a highly matrixed organization
• Ability to prioritize tasks, motivate staff, and achieve goals and objectives
• Ability to develop process models, project plans, timelines, charters, status reports, and metrics
• Ability to lead process improvement initiatives
• Strong analytical and presentation skills
• Strong customer services skills
• Strong PC proficiency with advanced Excel knowledge

MINIMUM JOB QUALIFICATIONS:

• The position requires a bachelor's degree, with a master’s degree (MBA, MPH, or MHA) preferred.
• Candidates must have 7 years of experience in clinical administration, project management, business planning, or healthcare consulting, along with 2 years of management experience.
• Direct clinical operations experience is required, and prior experience with Epic Cadence is preferred.

SUPERVISORY RESPONSIBILITIES:

• Directly supervises Program Manager and Training and Quality Assurance Analysts.
• Indirectly supports Scheduling supervisors and Established patient schedulers.

PATIENT CONTACT: None

At Dana-Farber Cancer Institute, we work every day to create an innovative, caring, and inclusive environment where every patient, family, and staff member feels they belong. As relentless as we are in our mission to reduce the burden of cancer for all, we are committed to having faculty and staff who offer multifaceted experiences. Cancer knows no boundaries and when it comes to hiring the most dedicated and compassionate professionals, neither do we. If working in this kind of organization inspires you, we encourage you to apply.

Dana-Farber Cancer Institute is an equal opportunity employer and affirms the right of every qualified applicant to receive consideration for employment without regard to race, color, religion, sex, gender identity or expression, national origin, sexual orientation, genetic information, disability, age, ancestry, military service, protected veteran status, or other characteristics protected by law.

Pay Transparency Statement

The hiring range is based on market pay structures, with individual salaries determined by factors such as business needs, market conditions, internal equity, and based on the candidate’s relevant experience, skills and qualifications.

For union positions, the pay range is determined by the Collective Bargaining Agreement (CBA).