Academic Operations Coordinator

US Anesthesia Partners, Inc.•Orlando, FL

About The Position

The Academic Operations Coordinator provides day-to-day, practice-level support for coordinating USAP’s clinical training efforts. Working with practice leadership, clinical recruitment, preceptors, and academic partners, this role helps create a consistent, well-organized training experience for residents and CRNA and CAA students. The coordinator supports data tracking, scheduling, onboarding and offboarding, and communications, and serves as a key point of contact for trainee coordination at the practice level. The role coordinates training capacity and programs, tracks and analyzes training data, works with academic institutions and partners, and supports administrative processes. The coordinator also maintains HIPAA and FERPA compliance and travels to conferences, meetings, and site visits as required. The position is evolving and may include other assigned duties.

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.
Effective verbal, written, and electronic communication skills.
Computer proficiency and familiarity with standard office equipment.
Strong proficiency in Microsoft Office Suite.
Ability to work and maintain communication remotely.
Strong customer service skills.
Ability to work in a matrix environment.
Collaborative, autonomous, and self-directing work style.
Some travel is required.
Ability to meet the physical demands of the job, with or without reasonable accommodation, including occasional standing and walking, frequent sitting and hand/finger movement, using office equipment, and communicating verbally and in writing.

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

Develop 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 local practice leadership to identify effective preceptors and opportunities to maximize training efforts.
Collaborate with clinical, operational, site, and scheduling leaders and team members to define student clinical schedules that meet training requirements.
Ensure the on-site clinical coordinator assists with badge access and USAP clinical system access, coordinating with USAP and hospital administration to support trainee onboarding and rotation startup.
Coordinate 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 leadership on academic programs and trainee trends and changes.
Coordinate with clinical talent acquisition to support engagement between students and the recruiting team, as applicable.
Track training data accurately, completely, and promptly in the Prodigy trainee tracking system.
Manage trainee and preceptor surveys and compile data for review and follow-up by relevant teams and leadership.
Conduct routine and ad-hoc data analyses, create dashboards and trend reports, and audit reports for accuracy.
Develop and maintain standard operating procedures for training efforts within the respective platforms.
Design and distribute dashboards and reports to support data-driven decisions in 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 against practice capacity for training slots.
Review trainee types and present information to academic operations leadership to help balance the trainee footprint.
Assist with meeting planning and logistics for program and trainee site visits.
Support development of internal processes, workflows, and documentation to improve operational efficiency.
Maintain records and accounting of clinician CME/CEU related to student efforts.
Travel to conferences, meetings, and site visits as required.
Maintain HIPAA and FERPA compliance.
Perform other duties as assigned.