Academic Operations Coordinator

• →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. 

• 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. 

• 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. 

• 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. 

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

• Maintains HIPAA and FERPA compliance. 

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

• 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