Education Scheduling Coordinator

The Education Scheduling Coordinator applies knowledge about curriculum, requirements and educational activities to coordinate professional health education programs. Coordinates and maintains program operations, which may include teaching and learning activities, program curriculum, learner scheduling, maintaining databases, tracking learner compliance, and program accreditation.

Applies advanced knowledge of ACGME requirements, and American Board of Anesthesiology requirements to independently manage complex training schedules, examinations, and compliance for the Department of Anesthesia and Perioperative Care. Serves as the program’s subject matter expert for resident scheduling and maintains year-long rotation and call schedules for approximately 90 residents, while ensuring training requirements, board eligibility, protected educational time, and clinical coverage across multiple hospital sites. 

Administers the residency examination program and associated educational platforms and oversees scheduling systems including Qgenda, FileMaker, and MedHub. Monitors work hours, ACE hours, Late Stay compliance, and analyzes scheduling, examination, and compliance data to support program leadership, accreditation, and continuous program improvement.

Department Overview 

The Department of Anesthesia and Perioperative Care at UCSF provides outstanding patient care, promotes cutting-edge basic and clinical science research, and educates the next generation of healthcare providers while focusing on the UCSF Principles of Community.

The Department of Anesthesia and Perioperative Care ranks as one of the largest departments in the School of Medicine, with an annual budget of $207 million. The three largest components of the annual revenue budget are Funds Flow Revenue, the affiliation agreement with the city and county of San Francisco, and Extramural Funds, which together represent 85.2% or $171 million. As of 2026, the department has over 200 Faculty members, 27 Staff Physicians, 200 Staff Employees, 6 Fellows, 90 Residents, 17 Non-Faculty Academics, 13 Post Docs, and 8 Nurse Practitioners. The department also works closely with 68 Certified Registered Nurse Anesthetists (CRNAs). 

In addition to the Moffitt-Long Hospital, very active units of the department exist at the Zuckerberg San Francisco General Hospital (ZSFG) (inpatient and outpatient, including an active trauma service); San Francisco Veterans Affairs Medical Center (inpatient and outpatient); Mount Zion Medical Center (outpatient, including 23 hour stays); Benioff Children's Hospital Oakland; the UCSF Orthopedic Institute; the Benioff Children's, Betty Irene Moore Women's and Bakar Cancer (NIH-designated Cancer Center) Hospitals; and the Bayfront Medical Building (outpatient, Center for Pain Medicine) in the Mission Bay neighborhood.

The Department now has essential roles in patient care outside of the operating rooms, with active participation in Ambulatory Care, Acute and Chronic Pain, and in the Preoperative Clinic. Since 1958, the department has been at the heart of modern anesthesia’s explosive growth, and to this day continues to have an enormous impact on surgical practice and the management of pain. The department’s research, education, and clinical care earned and have maintained reputations equal to or better than that of any institution in the world. Individual members of our faculty have had a major influence on our specialty both nationally and internationally, including NIH study sections, NIH funding, and FDA and Editorial Boards. Research activities within the department are integrated with and inform clinical practice. For many years, ours has been among the top departments in the United States for NIH research funding in anesthesia.  

% 

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

25

Yes

Analyzes a wide range of educational issues and applies project management principles and practices to achieve results in an academic setting. 

Resident Scheduling

• Independently develops, implements, and manages annual master rotation for approximately 90 anesthesiology residents across Intern, CA-1, CA-2, and CA-3 analyzing resident preferences, curriculum requirements, clinical staffing needs across multiple training sites.
• Interprets and applies ACGME and ABA requirements to ensure residents complete required clinical rotations, subspeciality experiences, and training durations necessary for program completion and board eligibility. 
• Performs regular audits of each resident’s cumulative training record against program and board requirements to verify completion and identify training gaps, and develops corrective schedule plan, as needed, for Program Director approval.
• Creates and maintains weekly block schedules and rotation assignments, and builds the block call schedule, incorporating resident call requests while complying with ACGME clinical and educational work hour limits.
• Manages the Acute Pain call schedule and schedules Special Pathways and Critical Care Scholars residents, preserving protected research and scholarly time.
• Builids extended and off-cycle schedules for residents return from leave or completing remediation, ensuring all requirements are met before graduation.

15

Yes

Works with program managers and / or faculty to meet the educational needs of program learners through collaborative development and implementation of programmatic activities, which may include program competencies, curriculum, and exams.

Examination Program Administration

• Administers the program's full examination calendar, including the ABA-ASA In-Training Examination (ITE), the ABA BASIC Examination, and the Anesthesia Knowledge Test (AKT) series: confirms eligibility, registers residents, meets national registration deadlines, reserves testing space, arranges proctoring, and ensures residents are released from clinical duty on exam days.
• Coordinates approved testing accommodations and resolves exam-day issues with the ABA and testing vendors.
• Administers the TrueLearn platform; partners with faculty to build, schedule, and deploy custom examinations and question sets aligned with the ABA content outline, and monitors resident completion.
• Monitors resident use of Anesthesia Toolbox and other assigned board-preparation resources and reports engagement to program leadership.
• Compiles and analyzes ITE, BASIC, AKT, and TrueLearn results; prepares trend reports for the Program Director, CCC, and PEC and flags residents performing below benchmarks for leadership review and individualized learning plans.

15

Yes

Protected Education Time, Simulation, ACLS, and Faculty Coverage Coordination

• Builds and maintains the resident ACLS and Simulation schedules, coordinating with simulation faculty and staff so every resident completes required simulation and life-support training.
• Tracks ACLS and other required life-support certification status and expiration dates for all residents and schedules renewals before lapses affect clinical eligibility.
• Schedules QI and other protected educational activities.
• Coordinates with faculty schedulers, site directors, and clinical operations leadership to align resident assignments with faculty schedules, maintaining OR coverage across sites while prioritizing resident education over service, consistent with ACGME requirements.
• Anticipates conflicts between educational activities and clinical coverage (e.g., exam days, simulation, conferences, AED release) and proposes coverage solutions in advance.

15

Yes

Analyzes the user experience of educational technologies to optimize the teaching and learning environment. Identifies and implements improvements that increase the efficiency and effectiveness of educational software and platform administration. 

Scheduling Systems Administration and Process Improvement

• Serves as the department's system administrator and subject matter expert for resident scheduling in Qgenda, FileMaker, and MedHub; creates and maintains rotation symbols, templates, and calendar entries, and ensures resident schedules upload correctly for OR case scheduling.
• Maintains resident and fellow profiles as trainees join, advance, move into subspecialty tracks, or complete the program, and manages rotation switches with synchronized updates across Qgenda, FileMaker, and MedHub.
• Identifies, evaluates, and implements improvements, including automation and AI tools, that increase the accuracy, efficiency, and transparency of scheduling processes.
• Develops and maintains written scheduling procedures and reference guides, drafts scheduling policies (e.g., rotation switches, vacation requests) for program leadership approval, and trains chief residents, coordinators, and faculty schedulers on tools and processes.
• Manages educational onboarding and offboarding of faculty in MedHub.

10

Yes

Monitors learner files as well as program documentation and policy to ensure compliance with established and evolving standards. Develops and maintains program processes for documentation to meet regulatory requirements. 

Leave, ACE Hours, and Late Stay Tracking

• Maintains accurate records of resident leave, including sick leave, vacation, leaves of absence, ACE days, and meeting time, and applies department, GME, ACGME, and ABA leave policies to determine when cumulative absences affect training credit or requires an extension of training.
• Uses FileMaker to track ACE hour and Late Stay hour totals according to the department's ACE Hours Policy, manage balances and use of make-up time, and holiday ACE.
• Coordinates leaves (e.g., maternity/FMLA) with residents, ensuring compliance with program requirements, adequate rotation coverage, and continuity of patient safety.
• Monitors resident clinical and educational work hour reporting in MedHub, reviews violations and patterns, and reports to the Program Director with schedule-related corrective recommendations.

10

Yes

Manages program files and data, which may include individual learning files as well as program accreditation documentation in accordance with relevant regulatory and Univeritsy policies. Creates reports to ensure accuracy and completeness of data.

Accreditation Data, Reporting, and Records

• Maintains the annual rotation schedules by entering weekly rotation assignments into FileMaker and enters resident and intern schedules into MedHub, ensuring accuracy, completeness, and timely system updates
• Prepares rotation schedules and scheduling data for the annual ACGME Accreditation Data System (ADS) update, GME Office reporting, and site visits, and ensures rotation information is consistent with Program Letters of Agreement with participating sites.
• Creates reports to ensure accuracy and completeness of scheduling data, and monitors schedules to ensure each trainee remains in compliance with curriculum and ACGME/ABA requirements
• Provides scheduling, work hour, and examination data to the PEC for the Annual Program Evaluation and to inform action plans for ACGME Resident Survey results related to work hours and education versus service.

5

Yes

Fellow and Rotator Scheduling and Onboarding

• Schedules Pediatric fellows in Qgenda and FileMaker, including block facesheets and Late assignments
• Enters call schedules for OB and Chronic Pain fellows and coordinates the OB resident/fellow schedule with the OB Rotation Director
• Schedules the Regional fellow and non-ACGME Neurosurgery fellow, and coordinates scheduling and onboarding for rotating OMFS residents
• Coordinates Kaiser, CHO, and HSS onboarding for rotating residents, and ensures residents and rotators have necessary computer, door, and system access and equipment (e.g., parking, ID badges, phones/pagers).

5

Yes

Serves as point person for learners, which may include prospective health professions education program candidates; current health professions education learners; and all other stakeholders. Answers questions and disseminates program information. Resolves ad hoc issues relative to program learners. Advises learners on planning, initiation, and completion of their studies. Communicates clinical learning opportunities and curriculum requirements and effectively communicates information about learners' program choices.

Problem Resolution and Communication

• Resolves ad hoc scheduling issues for program participants
• Works with site and rotation directors to obtain approval for non-clinical time off, updates schedules accordingly, and informs appropriate staff of changes
• Serves as the liaison between department program coordinators and education personnel

100%

Required Qualifications

• Bachelor's degree in related area and / or equivalent experience / training
• Minimum 3 years of related experience
• Thorough knowledge of relevant policies and regulatory requirements. Solid knowledge of medical education program requirements. Thorough knowledge of the medical education industry.
• Thorough knowledge of administrative analysis and operations research. Demonstrated ability to develop and implement processes and systems. Thorough knowledge of the administrative and operational implications in a program.
• Demonstrated experience managing complex scheduling for a large group, with the ability to balance educational requirements against clinical staffing needs. Experience with scheduling and medical education software (e.g., Qgenda, MedHub, FileMaker) or demonstrated ability to quickly learn enterprise scheduling systems.
• Demonstrated experience and documented excellence in oral and written communications skills; includes active listening and critical thinking.
• Strong interpersonal skills. Actively cooperates and supports the work of others. Ability to work productively with anyone regardless of background. Empathetic and aware of impact on others. Strong problem solving skills to assist trainees and resolve issues.
• Excellent organizational skills, analytical, and demonstrated attention to detail. Ability to complete work and meet established deadlines in an accurate and timely manner, and to manage short and competing deadlines.
• Thorough knowledge of data management and documentation methods used in investigating and presenting findings about the program, including tracking and reconciling data across databases and systems.
• Extensive, advanced experience with Microsoft Excel (e.g., complex formulas, pivot tables, and data analysis/reporting).
• Experience using AI tools to support administrative, scheduling, and analytical work.

Preferred Qualifications

• Experience with Smartsheet.
• Experience with the full Microsoft Office suite (Word, PowerPoint, Outlook, Teams).