Academic Operations Coordinator

US Anesthesia Partners; Nashville (TN); Hybrid; USD 65,000 - 90,000; Full time

Job summary

US Anesthesia Partners is seeking an Academic Operations Coordinator to provide practice-level support for clinical training efforts across our network. You will partner with leadership, preceptors, and academic partners to coordinate trainee scheduling, onboarding, data tracking, and communications, helping create a consistent training experience for residents and CRNA/CAA students.

The role emphasizes data integrity in Prodigy, onboarding/offboarding processes, and cross-functional

Qualifications

• Bachelor’s degree in a related field or equivalent experience.
• Minimum of 1 year of hospital, clinical business, or academic healthcare office experience preferred.
• Knowledge of hospital operations and 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.
• Strongly proficient in Microsoft Office Suite.
• Ability to perform work remotely and in matrix environments.

Responsibilities

• Coordinate trainee scheduling and onboarding across practice sites.
• Maintain trainee and preceptor data in Prodigy tracking system.
• Collaborate with clinical, operational, site, and scheduling leadership to define rotations.
• Support CME/CEU records and compliance for trainees.
• Assist with meetings, site visits, and documentation.
• Ensure HIPAA/FERPA compliance and manage offboarding of trainees.

Skills

Bachelor's degree

Microsoft Office Suite

Communication skills

Confidentiality

Multitasking

Remote work communication

Problem solving

Customer service

Team collaboration

Education

Bachelor's degree in a related field

Tools

Microsoft Office Suite

Prodigy trainee tracking system

Job description

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.
• C ommunicates 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 c linical t alent a cquisition team to foster engagement between students and the recruiting team, as applicable.

Data Reporting and Tracking

• Track s training data accurately, completely, and in a timely manner within the Prodigy trainee tracking system.
• Manage s trainee and preceptor surveys and compile s 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 a cademic d ivision.

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 a cademic o perations 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 a cademic o perations 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

K NOWLEDGE/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.
• K nowledge of hospital operations and\/or academic healthcare preferred .
• Ability to identify and resolv e problems .
• Ability to maintain confidentiality.
• Ability to m ulti- task while manag ing 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 p er form 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