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.

• 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

(https://careers-usap.icims.com/jobs/19233/staffing-vendor-account-associate/job?mode=apply&apply=yes&in\_iframe=1&hashed=-336089587)

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Job ID2026-19233

LocationUS-TN-Nashville

Employment StatusFull Time