Medical Assistant/Residency Program Scheduler

Job Description

Job Description

SUMMARY

Under the general direction of the Program Director, the Residency Program Scheduler is responsible for the coordination and administration of the Central Neighborhood Health Foundation Residency Program’s scheduling activities. This role manages resident and faculty schedules, coordinates rotations, educational activities, conferences, and other program events, and ensures timely communication of scheduling information to residents, faculty, and program leadership. The Scheduler maintains accurate scheduling records, supports coverage and assignment needs, and collaborates with program leadership and institutional stakeholders to ensure schedules align with program requirements, operational needs, and applicable ACGME standards.

ESSENTIAL DUTIES AND RESPONSIBILITIES include but are not limited to the following functions:

• Organize and prioritize a diverse scheduling workload; independently manage multiple assignments with strong initiative, accuracy, and attention to deadlines.
• Develop, maintain, and distribute resident and faculty schedules in coordination with the Program Director, program leadership, and clinical site stakeholders.
• Coordinate resident rotation assignments, clinic schedules, call schedules, conferences, didactic sessions, and other required educational activities.
• Monitor schedules for appropriate coverage, conflicts, availability, and changes; identify and resolve scheduling issues in a timely manner.
• Coordinate schedule changes, substitutions, leave requests, and coverage needs while maintaining accurate and up-to-date scheduling records.
• Communicate schedule assignments, changes, deadlines, and other scheduling-related information to residents, faculty, coordinators, and participating clinical sites.
• Collaborate with clinical departments, faculty, and participating training sites to ensure resident schedules support program requirements and operational needs.
• Maintain scheduling calendars, databases, spreadsheets, and other systems used to track resident rotations, assignments, coverage, and educational activities.
• Assist with maintaining accurate resident and faculty information necessary for scheduling, including rotation requirements, availability, leave, and assignment details.
• Support preparation and maintenance of schedules in accordance with ACGME requirements, institutional policies, rotation requirements, and applicable duty hour and coverage expectations.
• Monitor schedules and related records to help identify potential duty hour, rotation, coverage, or assignment concerns and escalate issues to program leadership as appropriate.
• Assist with the coordination of resident orientation, onboarding activities, meetings, conferences, and other program events that require scheduling support.
• Provide administrative support for program meetings and activities, including calendar coordination, meeting logistics, room or virtual meeting arrangements, and distribution of schedules or materials.
• Maintain confidentiality and comply with HIPAA, ACGME, institutional, and departmental policies and procedures.
• Generate routine scheduling reports and provide accurate scheduling data to program leadership and other stakeholders as requested.
• Maintain organized and accurate electronic and paper scheduling records and documentation.
• Collaborate with the Residency Program Coordinator and other program staff to ensure scheduling activities are integrated with broader program operations and requirements.
• Travel to other clinical or academic sites as needed to support scheduling or program activities.
• Perform additional duties as assigned.

QUALIFICATIONS

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. Requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

• Completion of an accredited Medical Assistance certification program.
• Bachelor’s degree (BA/BS) or equivalent combination of education and relevant work experience.
• Minimum of 1-2 years of experience in graduate medical education (GME), academic medicine, healthcare administration, scheduling, or a related administrative setting.
• Experience coordinating schedules, calendars, rotations, meetings, educational activities, or other complex administrative functions preferred.
• Familiarity with ACGME requirements and graduate medical education program operations preferred.
• Familiarity with residency program scheduling, clinical rotations, duty hour requirements, or related GME processes preferred.
• Experience working with Microsoft Office, scheduling platforms, databases, spreadsheets, or other electronic systems used to maintain and track schedules.
• Experience working in community health settings, academic medical centers, or clinical environments preferred.
• Understanding of healthcare policies, procedures, and confidentiality requirements, including HIPAA and applicable institutional policies.
• Experience working in community settings, particularly with underserved populations, preferred.

NECESSARY SKILLS

• Strong written and verbal communication skills, with the ability to communicate scheduling information clearly and professionally.
• Excellent organizational and time management abilities, with strong attention to detail and the ability to manage multiple schedules, priorities, and deadlines.
• Strong problem-solving skills and the ability to identify scheduling conflicts, coordinate solutions, and adjust schedules in a timely manner.
• Proficiency in Microsoft Office Suite, particularly Outlook, Excel, Word, and calendar management tools.
• Ability to learn and effectively use scheduling systems, databases, and other electronic platforms.
• Ability to maintain accurate records and handle confidential resident, faculty, and program information appropriately.
• Ability to foster teamwork and maintain positive working relationships with residents, faculty, program leadership, clinical staff, and other departments.
• Ability to work independently, exercise sound judgment, and follow through on scheduling responsibilities with minimal supervision.
• Ability to adapt to changing priorities and manage time-sensitive scheduling requests in a professional manner.
• Bilingual (English/Spanish) preferred.
• Valid driver’s license and reliable transportation may be required.