Education Scheduling Coordinator

University of California, San Francisco•San Francisco, CA

18d

About The Position

The Education Scheduling Coordinator coordinates professional health education programs for the Department of Anesthesia and Perioperative Care. The role applies advanced knowledge of ACGME and American Board of Anesthesiology requirements to independently manage complex training schedules, examinations, and compliance. Serving as the subject matter expert for resident scheduling, the coordinator maintains year-long rotation and call schedules for approximately 90 residents across multiple hospital sites while ensuring training requirements, board eligibility, protected educational time, and clinical coverage are addressed. The coordinator administers the residency examination program and associated educational platforms, and oversees scheduling systems including Qgenda, FileMaker, and MedHub. The position monitors work hours, ACE hours, and Late Stay compliance; analyzes scheduling, examination, and compliance data; and supports program leadership, accreditation, and ongoing program improvement. Duties also include coordinating resident and fellow schedules, educational activities, onboarding, records, and communication with learners and program stakeholders.

Requirements

Bachelor’s degree in a related area and/or equivalent experience or training.
Minimum of 3 years of related experience.
Thorough knowledge of relevant policies, regulatory requirements, medical education program requirements, and the medical education industry.
Thorough knowledge of administrative analysis, operations research, and the administrative and operational implications of a program.
Demonstrated ability to develop and implement processes and systems.
Demonstrated experience managing complex scheduling for a large group and balancing educational requirements against clinical staffing needs.
Experience with scheduling and medical education software such as Qgenda, MedHub, and FileMaker, or ability to quickly learn enterprise scheduling systems.
Documented excellence in oral and written communication, including active listening and critical thinking.
Strong interpersonal skills and the ability to cooperate with and support others, work productively with people regardless of background, and consider the impact of actions on others.
Strong problem-solving skills to assist trainees and resolve issues.
Excellent organizational and analytical skills and demonstrated attention to detail.
Ability to meet deadlines accurately and on time while managing short and competing deadlines.
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

Analyze educational issues and apply project management principles to achieve results in an academic setting.
Independently develop, implement, and manage annual master rotation schedules for approximately 90 anesthesiology residents, balancing preferences, curriculum requirements, and clinical staffing needs across training sites.
Interpret and apply ACGME and ABA requirements; audit residents’ cumulative training records, identify gaps, and develop corrective schedule plans for Program Director approval.
Create and maintain weekly block schedules, rotation assignments, call schedules, Acute Pain call schedules, and schedules for Special Pathways and Critical Care Scholars residents.
Build extended and off-cycle schedules for residents returning from leave or completing remediation.
Administer the examination calendar, including the ABA-ASA In-Training Examination, ABA BASIC Examination, and Anesthesia Knowledge Test series; manage eligibility, registration, testing arrangements, accommodations, and exam-day issues.
Administer TrueLearn examinations and question sets, monitor completion and use of board-preparation resources, and analyze and report examination results for program leadership.
Build and maintain ACLS and simulation schedules, track required life-support certifications, and schedule renewals.
Schedule QI and other protected educational activities and coordinate faculty, site, and clinical coverage around educational requirements.
Administer Qgenda, FileMaker, and MedHub scheduling systems, maintain schedules and trainee profiles, and synchronize schedule changes across platforms.
Identify and implement process improvements, including automation and AI tools; maintain procedures and reference guides, draft scheduling policies for leadership approval, and train users.
Manage educational onboarding and offboarding of faculty in MedHub.
Maintain resident leave records and apply department, GME, ACGME, and ABA policies to determine effects on training credit or required extensions.
Track ACE hours and Late Stay hours, manage balances and make-up time, and monitor work-hour reporting and violations in MedHub.
Coordinate leaves with residents while ensuring policy compliance, rotation coverage, and continuity of patient safety.
Maintain rotation schedules and enter assignments in FileMaker and MedHub; prepare scheduling data for ACGME reporting, GME reporting, and site visits.
Create reports to verify scheduling data and trainee compliance; provide scheduling, work-hour, and examination information for the PEC’s Annual Program Evaluation and related action plans.
Schedule pediatric, OB, Chronic Pain, Regional, and non-ACGME Neurosurgery fellows, and coordinate schedules for rotating residents and fellows.
Coordinate onboarding for rotating learners at Kaiser, CHO, and HSS, including access and equipment such as parking, ID badges, and phones or pagers.
Resolve ad hoc scheduling issues, coordinate approvals for non-clinical time off, update schedules, and communicate changes to relevant staff.
Serve as a liaison between department program coordinators and education personnel, and provide program information and support to learners and stakeholders.