Hybrid Assistant Clinical Shift Scheduler at Brown Emergency Medicine

General Responsibilities:

Under the general supervision of the Clinical Shift Scheduler and Director of Administration, the Assistant Clinical Shift Scheduler will be responsible for the schedule creation, tracking providers hours, coordinating with payroll, and generating reporting that supports clinical and administrative decision-making. This role ensures providers are scheduled efficiently and paid accurately, while maintaining the confidentiality and integrity of sensitive information.

Required Qualifications:

• Bachelor’s degree preferred; equivalent experience considered.
• Knowledge of or experience with computerized scheduling systems; experience with ShiftAdmin a plus.
• Strong proficiency in Microsoft Excel (e.g., formulas, pivot tables, VLOOKUP) required.
• Excellent attention to detail and time management skills.
• Excellent quantitative and problem-solving skills.
• Strong verbal and written communication skills.
• Demonstrated ability to handle confidential information professionally and discreetly.
• Must submit a background release form and demonstrate proof of being free from disqualifying information.
• Must have a driver’s license and access to an insured vehicle as some transportation may be required.

Primary Contacts:
The Scheduler is directly supervised by the Clinical Shift Scheduler and Director of Administration.  Additional contacts include:  the Assistant Vice Chair of Clinical Affairs, Executive Vice Chair of Clinical affairs, Executive Director, physicians, advanced practice providers (APPs), and employees from all levels of Brown Emergency Medicine, Brown University Health employees, community representatives, vendors, auditors, and others as needed.

Physical Effort / Environment:
Mild to moderate physical effort to perform basic clerical, typing, and filing duties.  Some prolonged sitting. Minor lifting.

Work Schedule Demands:
Normally works a 40-hour hybrid week.

Communication Skills:
Outstanding verbal communication, written communication, and analytical skills are required.  The incumbent will communicate frequently and tactfully with providers and employees of Brown EM, vendors, and others.

Confidentiality of Information:
This position requires a person with extreme diligence in protecting employee confidential information, including but not limited to: salary, bonus, Social Security numbers, leave of absence details, PHI, disciplinary or corrective actions, performance evaluations, and other details.  Any questions about what information may be provided to others should be referred to the Executive Director of Brown EM.

Significant Job Functions:

Scheduling Duties

• Assist Clinical Shift Scheduler in ensuring that all Emergency Medicine provider schedules at Rhode Island Hospital, The Miriam Hospital, Newport Hospital, Hasbro Children’s Hospital, and Women & Infants Hospital are produced and released in a timely manner using Shift Admin for scheduling.
• Assist Clinical Shift Scheduler in confirming all the shift modifications are communicated accurately and in a timely manner.
• Responsible for tracking shift overtime, called in time, overnights, weekends, and sick time; interface with payroll to ensure proper and timely payment.
• Maintain accurate records of physician and APP hour requirements, including all adjustments.
• Review monthly per diem provider activity to ensure compliance with policy. Address provider inquiries with professionalism; escalate complex scheduling conflicts as appropriate.
• Coordinate FMLA leaves and PTO usage with Human Resources and Scheduler.

Reporting Duties

• Assist Clinical Shift Scheduler in generating reports related to overtime, premium pay, productivity, hours reconciliation, and other custom metrics.
• Works with Business Intelligence team as needed to integrate and produce needed reporting that is used for productivity metrics.
• Gathers, analyzes and reports scheduling data to main stakeholders as requested and needed.

General

• Maintain a professional and organized work area.
• The Scheduler must maintain professional behavior when interacting with staff members, patients, vendors, and others.

Other

 Support other non-routine projects as assigned by the Director of Administration to enhance departmental efficiency.

Evaluation of Performance

The Assistant Clinical Shift Scheduler is evaluated by the Clinical Shift Scheduler and Director of Administration.  Methods used to assess performance will include:

• A 90-day introductory and an annual evaluation, unless otherwise notified.
• How well an incumbent meets significant job functions and responsibilities.
• Attainment of established job-related developmental competency goals.
• Evaluations may be based on both department and individual work performance.  

All requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor.

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently.

Brown Emergency Medicine requires employees to be vaccinated against COVID as a condition of employment, subject to accommodation for medical exemptions

We value a diverse, talented workplace and seek colleagues who strive to better understand systemic barriers as it affects patient care and our academic institutions. Brown Emergency Medicine welcomes nominations and applications from all individuals with varied experiences, perspectives, abilities, identities, and backgrounds to enrich our clinical, research, training and service missions.