Academic Operations Coordinator

US Anesthesia Partners•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 supports trainee capacity and program coordination, data reporting and tracking, academic partner and institution coordination, and administrative processes. The position helps assess training capacity, coordinate clinical schedules and rotations, maintain trainee data and reporting, support institutional relationships, and improve workflows and documentation. It also maintains HIPAA and FERPA compliance and performs other duties as assigned.

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.

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, and advise on training capacity.
Work with local practice leadership to identify effective preceptors and opportunities to maximize training efforts.
Collaborate with clinical, operational, site, and scheduling leaders to help ensure student clinical schedules meet training requirements.
Coordinate trainee badge access and access to USAP clinical systems with on-site clinical coordinators, USAP, and hospital administration.
Coordinate trainee offboarding at the end of clinical rotations.
Serve as the central point of contact for local 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 foster student engagement with the recruiting team, as applicable.
Track training data accurately, completely, and on time in the Prodigy trainee tracking system.
Manage trainee and preceptor surveys and compile data for review and follow-up by relevant teams and leaders.
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 decisions for 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 training capacity and review trainee types to support trainee footprint planning.
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.