Education Scheduling Coordinator

%

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

25

Yes

Analyzes a wide range of educational issues and applies project management principles and practices to achieve results in an academic setting.

Resident Scheduling

• Independently develops implements and manages annual master rotation for approximately 90 anesthesiology residents across Intern CA-1 CA-2 and CA-3 analyzing resident preferences curriculum requirements clinical staffing needs across multiple training sites.
• Interprets and applies ACGME and ABA requirements to ensure residents complete required clinical rotations subspeciality experiences and training durations necessary for program completion and board eligibility.
• Performs regular audits of each residents cumulative training record against program and board requirements to verify completion and identify training gaps and develops corrective schedule plan as needed for Program Director approval.
• Creates and maintains weekly block schedules and rotation assignments and builds the block call schedule incorporating resident call requests while complying with ACGME clinical and educational work hour limits.
• Manages the Acute Pain call schedule and schedules Special Pathways and Critical Care Scholars residents preserving protected research and scholarly time.
• Builids extended and off-cycle schedules for residents return from leave or completing remediation ensuring all requirements are met before graduation.

15

Yes

Works with program managers and / or faculty to meet the educational needs of program learners through collaborative development and implementation of programmatic activities which may include program competencies curriculum and exams.

Examination Program Administration

• Administers the programs full examination calendar including the ABA-ASA In-Training Examination (ITE) the ABA BASIC Examination and the Anesthesia Knowledge Test (AKT) series: confirms eligibility registers residents meets national registration deadlines reserves testing space arranges proctoring and ensures residents are released from clinical duty on exam days.
• Coordinates approved testing accommodations and resolves exam-day issues with the ABA and testing vendors.
• Administers the TrueLearn platform; partners with faculty to build schedule and deploy custom examinations and question sets aligned with the ABA content outline and monitors resident completion.
• Monitors resident use of Anesthesia Toolbox and other assigned board-preparation resources and reports engagement to program leadership.
• Compiles and analyzes ITE BASIC AKT and TrueLearn results; prepares trend reports for the Program Director CCC and PEC and flags residents performing below benchmarks for leadership review and individualized learning plans.

15

Yes

Protected Education Time Simulation ACLS and Faculty Coverage Coordination

• Builds and maintains the resident ACLS and Simulation schedules coordinating with simulation faculty and staff so every resident completes required simulation and life-support training.
• Tracks ACLS and other required life-support certification status and expiration dates for all residents and schedules renewals before lapses affect clinical eligibility.
• Schedules QI and other protected educational activities.
• Coordinates with faculty schedulers site directors and clinical operations leadership to align resident assignments with faculty schedules maintaining OR coverage across sites while prioritizing resident education over service consistent with ACGME requirements.
• Anticipates conflicts between educational activities and clinical coverage (e.g. exam days simulation conferences AED release) and proposes coverage solutions in advance.

15

Yes

Analyzes the user experience of educational technologies to optimize the teaching and learning environment. Identifies and implements improvements that increase the efficiency and effectiveness of educational software and platform administration.

Scheduling Systems Administration and Process Improvement

• Serves as the departments system administrator and subject matter expert for resident scheduling in Qgenda FileMaker and MedHub; creates and maintains rotation symbols templates and calendar entries and ensures resident schedules upload correctly for OR case scheduling.
• Maintains resident and fellow profiles as trainees join advance move into subspecialty tracks or complete the program and manages rotation switches with synchronized updates across Qgenda FileMaker and MedHub.
• Identifies evaluates and implements improvements including automation and AI tools that increase the accuracy efficiency and transparency of scheduling processes.
• Develops and maintains written scheduling procedures and reference guides drafts scheduling policies (e.g. rotation switches vacation requests) for program leadership approval and trains chief residents coordinators and faculty schedulers on tools and processes.
• Manages educational onboarding and offboarding of faculty in MedHub.

10

Yes

Monitors learner files as well as program documentation and policy to ensure compliance with established and evolving standards. Develops and maintains program processes for documentation to meet regulatory requirements.

Leave ACE Hours and Late Stay Tracking

• Maintains accurate records of resident leave including sick leave vacation leaves of absence ACE days and meeting time and applies department GME ACGME and ABA leave policies to determine when cumulative absences affect training credit or requires an extension of training.
• Uses FileMaker to track ACE hour and Late Stay hour totals according to the departments ACE Hours Policy manage balances and use of make-up time and holiday ACE.
• Coordinates leaves (e.g. maternity/FMLA) with residents ensuring compliance with program requirements adequate rotation coverage and continuity of patient safety.
• Monitors resident clinical and educational work hour reporting in MedHub reviews violations and patterns and reports to the Program Director with schedule-related corrective recommendations.

10

Yes

Manages program files and data which may include individual learning files as well as program accreditation documentation in accordance with relevant regulatory and Univeritsy policies. Creates reports to ensure accuracy and completeness of data.

Accreditation Data Reporting and Records

• Maintains the annual rotation schedules by entering weekly rotation assignments into FileMaker and enters resident and intern schedules into MedHub ensuring accuracy completeness and timely system updates
• Prepares rotation schedules and scheduling data for the annual ACGME Accreditation Data System (ADS) update GME Office reporting and site visits and ensures rotation information is consistent with Program Letters of Agreement with participating sites.
• Creates reports to ensure accuracy and completeness of scheduling data and monitors schedules to ensure each trainee remains in compliance with curriculum and ACGME/ABA requirements
• Provides scheduling work hour and examination data to the PEC for the Annual Program Evaluation and to inform action plans for ACGME Resident Survey results related to work hours and education versus service.

5

Yes

Fellow and Rotator Scheduling and Onboarding

• Schedules Pediatric fellows in Qgenda and FileMaker including block facesheets and Late assignments
• Enters call schedules for OB and Chronic Pain fellows and coordinates the OB resident/fellow schedule with the OB Rotation Director
• Schedules the Regional fellow and non-ACGME Neurosurgery fellow and coordinates scheduling and onboarding for rotating OMFS residents
• Coordinates Kaiser CHO and HSS onboarding for rotating residents and ensures residents and rotators have necessary computer door and system access and equipment (e.g. parking ID badges phones/pagers).

5

Yes

Serves as point person for learners which may include prospective health professions education program candidates; current health professions education learners; and all other stakeholders. Answers questions and disseminates program information. Resolves ad hoc issues relative to program learners. Advises learners on planning initiation and completion of their studies. Communicates clinical learning opportunities and curriculum requirements and effectively communicates information about learners program choices.

Problem Resolution and Communication

• Resolves ad hoc scheduling issues for program participants
• Works with site and rotation directors to obtain approval for non-clinical time off updates schedules accordingly and informs appropriate staff of changes
• Serves as the liaison between department program coordinators and education personnel

100%