Academic Operations Coordinator

Overview

POSITION SUMMARY: The Academic Operations Coordinator is a highly organized, detail-oriented, and proactive individual who provides day-to-day, practice-level support for the coordination of USAP’s clinical training efforts. This role works closely with practice leadership, clinical recruitment, preceptors, and academic partners to help create a consistent, well-organized training experience for residents, CRNA, and CAA students. The Academic Operations Coordinator supports data tracking, scheduling, onboarding/offboarding, and communication efforts that help build a long term, sustainable foundation for the organization's training efforts. This role will serve as a key point of contact for trainee coordination at the practice level. 

Job Highlights

ESSENTIAL DUTIES AND RESPONSIBILITIES: (The ideal candidate must be able to complete all physical requirements of the job with or without a reasonable accommodation) 

Trainee Capacity and Program Coordination 

• Develops, strengthens, and maintains effective working relationships with corporate and practice leadership, academic partners, and coworkers to support seamless program implementation and execution. 

• Assesses student maximum capacity by location, preceptor availability, specialty case availability, and trainee type to advise on the true capacity of training efforts. 

• Works with local practice leadership to identify effective preceptors and opportunities to maximize training efforts. 

• Collaborates with clinical, operational, site, and scheduling leadership and team members to help ensure the student clinical schedule is defined and meets their clinical training requirements. 

• Ensures the on-site clinical coordinator assists with badge access and access to USAP clinical systems, collaborating with USAP and hospital administration to support smooth onboarding and startup of each clinical rotation.  

• Communicates and fosters the offboarding of trainees as clinical rotations end. 

• Serves as a central point of contact for local program-related inquiries, identifies challenges, and escalates concerns to academic operations leadership to assist in resolution.  

• Updates academic operation leaders and practice leadership on academic programs and trainee trends and changes. 

• Coordinates with the clinical talent acquisition team to foster engagement between students and the recruiting team, as applicable. 

Data Reporting and Tracking 

• Tracks training data accurately, completely, and in a timely manner within the Prodigy trainee tracking system. 

• Manages trainee and preceptor surveys and compiles data for review and follow-up action by the platform, academic operations, recruitment, and executive leadership. 

• Performs routine and ad-hoc data analyses, dashboards, and trend reports to support strategic planning, compliance, and continuous improvement, and audits these reports for accuracy. 

• Develops and maintains standard operating procedures (SOPs) for training efforts within the respective platforms. 

• Designs and disseminates dashboards and reports that support data-driven decision-making for the clinical practices and academic division. 

Academic Partner and Institution Coordination 

• Collaborates with academic institutions to coordinate training start dates and durations and works with on-site clinical coordinators to facilitate student offboarding at the conclusion of each rotation.  

• Collaborates with academic partners to maintain positive working relationships, escalating opportunities, issues, and barriers to academic operations leadership and practice leadership, as applicable. 

• Analyzes and communicates academic partner asks with practice capacity for training slots. 

• Analyzes and reviews trainee types to present to academic operations leadership for use in balancing trainee footprint. 

Administrative Duties 

• Assists with meeting planning and logistics for program and trainee site visits. 

• Supports the development of internal processes, workflows, and documentation to enhance operational efficiency. 

• Maintains records and accounting of CME/CEU for clinicians for student-related efforts. 

Additional Duties 

• Travels to conferences, meetings, and site visits as required. 

• Maintains HIPAA and FERPA compliance. 

• Performs other duties as assigned, as this position is evolving. 

Qualifications

KNOWLEDGE/SKILLS/ABILITIES (KSAs): 

• Bachelor’s degree in a related field or 1-2 years’ equivalent experience. 

• Minimum of 1 year of hospital, clinical business, or academic healthcare office experience preferred. 

• Knowledge of hospital operations and/or academic healthcare preferred. 

• Ability to identify and resolve problems. 

• Ability to maintain confidentiality. 

• Ability to multi-task while managing a variety of projects. 

• Ability to read, write, and communicate effectively verbally, in writing, and electronically. 

• Computer savvy and familiar with standard office equipment. 

• Strongly proficient 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. 

• Some travel is required. 

*The physical demands described here are representative of those that may need to be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• Occasional Standing 

• Occasional Walking 

• Frequent Sitting 

• Frequent hand, finger movement 

• Use office equipment (in office or remote)  

• Communicate verbally and in writing