Academic Operations Coordinator

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.

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.
• 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.

Requirements

• 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