Academic Operations Coordinator

US Anesthesia Partners, Inc.•Nashville, TN

About The Position

The Academic Operations Coordinator provides day-to-day, practice-level support for coordinating USAP’s clinical training efforts. The role works with practice leadership, clinical recruitment, preceptors, and academic partners to create a consistent, well-organized training experience for residents, CRNA students, and CAA students. It 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 coordinator assesses training capacity, supports preceptor and schedule coordination, and facilitates trainee access and transitions. The role tracks and analyzes training data, maintains operating procedures and reports, coordinates with academic institutions, and supports program logistics and process improvements. It also maintains records of clinician CME/CEU related to student efforts, travels to conferences, meetings, and site visits as required, and maintains 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.
Effective verbal, written, and electronic communication skills.
Computer proficiency and familiarity 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, autonomous, and self-directing.
Some travel is required.

Nice To Haves

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

Responsibilities

Develop and maintain effective working relationships with corporate and practice leadership, academic partners, and coworkers to support program implementation.
Assess student capacity by location, preceptor availability, specialty case availability, and trainee type.
Work with practice leadership to identify preceptors and opportunities to maximize training efforts.
Coordinate with clinical, operational, site, and scheduling teams to help ensure student clinical schedules meet training requirements.
Support trainee onboarding, including badge access and access to USAP clinical systems, in collaboration with local coordinators and USAP and hospital administration.
Coordinate trainee offboarding at the end of clinical rotations.
Serve as a local 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 or changes.
Coordinate with clinical talent acquisition to support student engagement with recruiting, as applicable.
Track training data accurately and promptly in the Prodigy trainee tracking system.
Manage trainee and preceptor surveys and compile results for review and follow-up.
Perform 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 decision-making.
Coordinate training start dates and durations with academic institutions and support student offboarding with on-site coordinators.
Maintain positive relationships with academic partners and escalate opportunities, issues, and barriers as appropriate.
Analyze academic partner requests against practice capacity and 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.
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.
Perform other duties as assigned.