Education Scheduling Coordinator

UCSF•San Francisco, CA

19d•$72,000 - $154,600

About The Position

The Education Scheduling Coordinator coordinates professional health education programs for the Department of Anesthesia and Perioperative Care at UCSF. The role applies advanced knowledge of ACGME and American Board of Anesthesiology requirements to independently manage complex training schedules, examinations, and compliance. The coordinator serves as the subject matter expert for resident scheduling and maintains year-long rotation and call schedules for approximately 90 residents, ensuring training requirements, board eligibility, protected educational time, and clinical coverage across multiple hospital sites. The position administers the residency examination program and associated educational platforms and oversees Qgenda, FileMaker, and MedHub scheduling systems. It monitors work hours, ACE hours, Late Stay compliance, and analyzes scheduling, examination, and compliance data to support program leadership, accreditation, and continuous improvement. The coordinator also manages fellow and rotator schedules and onboarding, maintains program documentation and accreditation data, tracks leave and required certifications, coordinates educational activities and faculty coverage, and addresses scheduling issues for program participants. The role works with program managers, faculty, site and rotation directors, residents, fellows, and other education personnel.

Requirements

Bachelor's degree in a related area and/or equivalent experience or training.
At least 3 years of related experience.
Thorough knowledge of relevant policies and regulatory requirements, medical education program requirements, and the medical education industry.
Thorough knowledge of administrative analysis and operations research, and demonstrated ability to develop and implement processes and systems.
Demonstrated experience managing complex scheduling for a large group and balancing educational requirements with clinical staffing needs.
Experience with scheduling and medical education software such as Qgenda, MedHub, or FileMaker, or demonstrated ability to quickly learn enterprise scheduling systems.
Demonstrated excellence in oral and written communication, including active listening and critical thinking.
Strong interpersonal and problem-solving skills; ability to cooperate, support others, work productively with people from varied backgrounds, and assist trainees empathetically.
Excellent organizational, analytical, and detail-oriented skills, including the ability to meet deadlines and manage competing priorities accurately and promptly.
Thorough knowledge of data management and documentation methods, including tracking and reconciling data across databases and systems.
Extensive, advanced experience with Microsoft Excel, including complex formulas, pivot tables, and data analysis and reporting.
Experience using AI tools to support administrative, scheduling, and analytical work.

Nice To Haves

Experience with Smartsheet.
Experience with the full Microsoft Office suite, including Word, PowerPoint, Outlook, and Teams.

Responsibilities

Independently develop, implement, and manage the annual master rotation schedule for approximately 90 anesthesiology residents across training years and multiple sites, balancing preferences, curriculum requirements, and clinical staffing needs.
Interpret and apply ACGME and ABA requirements; audit resident training records, identify gaps, and develop corrective schedule plans for Program Director approval.
Create and maintain weekly block schedules, rotation assignments, and call schedules while complying with work-hour limits and preserving protected research and educational time.
Manage Acute Pain call scheduling, Special Pathways and Critical Care Scholars schedules, and extended or off-cycle schedules for residents returning from leave or completing remediation.
Administer the residency examination calendar, including eligibility, registration, testing space, proctoring, accommodations, clinical release, and exam-day issue resolution.
Administer TrueLearn examinations and question sets, monitor completion and use of board-preparation resources, and analyze examination results and trends for program leadership and committees.
Build and maintain ACLS and simulation schedules; track life-support certifications and arrange renewals before expiration.
Schedule QI and other protected educational activities and coordinate resident assignments with faculty schedulers, site directors, and clinical operations leadership to maintain coverage while prioritizing education.
Serve as department system administrator and subject matter expert for Qgenda, FileMaker, and MedHub; maintain scheduling templates, symbols, calendar entries, profiles, rotation changes, and data uploads.
Identify and implement process improvements, including automation and AI tools; maintain scheduling procedures and guides, draft policies for leadership approval, and train users on tools and processes.
Manage educational onboarding and offboarding of faculty in MedHub.
Track resident leave, ACE days, meeting time, ACE hours, and Late Stay hours; apply applicable policies and coordinate leave coverage and training-credit requirements.
Monitor clinical and educational work-hour reporting in MedHub, review violations and patterns, and report schedule-related corrective recommendations to the Program Director.
Maintain rotation schedules and accreditation documentation; prepare scheduling data for ACGME ADS updates, GME reporting, site visits, the Annual Program Evaluation, and related action plans.
Schedule fellows and rotating learners, coordinate their onboarding, and ensure access to required systems, equipment, and facilities.
Resolve ad hoc scheduling issues, coordinate approvals for non-clinical time off, update schedules, notify appropriate staff, and serve as liaison between program coordinators and education personnel.