Academic Operations Coordinator

US Anesthesia Partners•Orlando, FL

About The Position

The Academic Operations Coordinator provides day-to-day, practice-level support for USAP’s clinical training efforts. Working with practice leadership, clinical recruitment, preceptors, and academic partners, the coordinator helps create a consistent and well-organized training experience for residents, CRNA students, and CAA students. The role supports trainee data tracking, scheduling, onboarding and offboarding, and communications, and serves as a key point of contact for trainee coordination at the practice level. The coordinator assesses trainee capacity by location, preceptor availability, specialty case availability, and trainee type; supports student clinical scheduling and rotation logistics; and coordinates with local and hospital administrators on trainee access and onboarding. The role also tracks training data, manages surveys, prepares and audits reports and dashboards, maintains training-related standard operating procedures, and collaborates with academic institutions on rotation dates, durations, capacity, and trainee needs. Additional responsibilities include supporting meetings and site visits, improving internal processes and documentation, maintaining records of clinician CME/CEU related to student efforts, traveling to conferences, meetings, and site visits as required, and maintaining HIPAA and FERPA compliance. Other duties may be assigned as the position evolves.

Requirements

Bachelor’s degree in a related field or 1–2 years of equivalent experience.
Ability to identify and resolve problems.
Ability to maintain confidentiality.
Ability to multitask while managing a variety of projects.
Ability to communicate effectively verbally, in writing, and electronically.
Computer savvy and familiar with standard office equipment.
Strong proficiency in Microsoft Office Suite.
Ability to perform work and maintain communication remotely.
Strong customer service skills.
Ability to work in a matrix environment.
Highly collaborative nature.
Highly autonomous and self-directing.
Ability to meet the position’s physical requirements, with or without reasonable accommodation.

Nice To Haves

At least 1 year of hospital, clinical business, or academic healthcare office experience.
Knowledge of hospital operations and/or academic healthcare.

Responsibilities

Build and maintain effective working relationships with corporate and practice leadership, academic partners, and coworkers to support program implementation.
Assess trainee capacity by location, preceptor availability, specialty case availability, and trainee type.
Work with practice leadership to identify effective preceptors and opportunities to maximize training efforts.
Collaborate with clinical, operational, site, and scheduling leaders to ensure student clinical schedules meet training requirements.
Coordinate trainee onboarding, including badge access and access to USAP clinical systems, with on-site coordinators and USAP and hospital administration.
Facilitate trainee offboarding at the end of clinical rotations.
Serve as the local point of contact for program inquiries, identify challenges, and escalate concerns to academic operations leadership.
Update academic operations and practice leaders on academic programs and trainee trends or changes.
Coordinate with clinical talent acquisition to support student engagement with the recruiting team, as applicable.
Accurately and promptly track training data in the Prodigy trainee tracking system.
Manage trainee and preceptor surveys and compile data for review and follow-up.
Conduct routine and ad-hoc data analyses and prepare dashboards and trend reports; audit reports for accuracy.
Develop and maintain standard operating procedures for training efforts within the relevant platforms.
Design and distribute dashboards and reports to support data-driven decisions by clinical practices and the academic division.
Coordinate training start dates and durations with academic institutions and facilitate student offboarding with on-site clinical coordinators.
Maintain positive relationships with academic partners and escalate opportunities, issues, and barriers as appropriate.
Analyze academic partner requests alongside practice training capacity and review trainee types to support balancing the trainee footprint.
Assist with planning and logistics for program meetings and trainee site visits.
Support the development of internal processes, workflows, and documentation.
Maintain records and accounting of clinician CME/CEU for student-related efforts.
Travel to conferences, meetings, and site visits as required.
Maintain HIPAA and FERPA compliance and perform other duties as assigned.