Dept Coordinator, CRNA Program Job at University of Rochester (Rochester)

Job Description

The Department Coordinator provides comprehensive administrative, operational, and academic support to the Certified Registered Nurse Anesthetist (CRNA) Program within the School of Nursing. This position plays a vital role in supporting program development, clinical placements, COA accreditation readiness, faculty coordination, student operations, and day-to-day management of the CRNA program office.

Job Responsibility

Serve as the primary administrative contact for the CRNA Program, supporting the Program Director, Assistant Program Director, faculty, and students
Manage day-to-day office operations, including scheduling meetings, maintaining calendars, processing reimbursements, ordering supplies, travel arrangements, and correspondence
Coordinate logistics for key program events such as orientation, advising sessions, simulation activities, clinical onboarding sessions, and capstone project presentations
Maintain accurate and confidential student and faculty records in compliance with FERPA, COA Standards, and institutional policies
Assist with purchasing, contracts, financial tracking, and budget processes in collaboration with the Education Finance team
Maintain CRNA-specific sections of student, faculty, and clinical handbooks
Oversees all clinical education data systems, including SONDB, CORE, and ACEMAPP, ensuring the accuracy and integrity of student, preceptor, and clinical site information
Manages the ACEMAPP clinical placement process
Directs student clinical compliance operations
Coordinates administrative aspects of clinical education
Supports tracking and documentation of student clinical rotations
Maintains accreditation documentation related to preceptors, clinical sites, clinical requirements, and performance metrics
Compiles and analyzes clinical placement data each semester
Provides analytical and reporting support related to clinical education and accreditation
Support the Program Director in preparing, organizing, and maintaining documentation required for COA accreditation
Track program performance indicators required by COA
Assist with preparing COA-mandated notifications
Support collection and organization of student clinical experiences data
Ensure all program processes, forms, policies, and communications meet institutional and COA standards
Assist with planning and coordinating site visit logistics
Provide administrative support to faculty for course management, syllabi submissions, learning management system updates, evaluations, and grade entry
Coordinate textbook orders, instructional materials, simulation support needs, and classroom technology requirements
Manage communication and coordination with adjunct, simulation, and clinical faculty
Support committees related to CRNA program governance
Maintain faculty records required for accreditation
Serve as a point of contact for current and prospective students
Coordinate with Student Services, Registrar’s Office, and Clinical Education teams
Assist with communication plans, newsletters, announcements, and updates
Support processes related to student remediation documentation, progression committee preparation, and advising materials
Assist in developing and refining operational workflows
Participate in School of Nursing administrative meetings
Provide administrative support for program surveys, focus groups, and feedback mechanisms
Collaborate with academic program assistants and other SON offices on special projects
Provide administrative support for ceremonies such as Graduation and Pinning
Provide cross-coverage for other Education Office functions as needed

Requirements

Associate's degree
At least 3 years of secretarial or administrative experience
1 year in a position which demonstrated the ability to work with minimum supervision and to direct an office operation (Preferred)
Excellent organizational and time management skills with the ability to handle multiple priorities and meet deadlines
Strong written and verbal communication skills
Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint) and comfort learning new systems (e.g., Blackboard, Workday, OnBase)
Demonstrated professionalism, discretion, and attention to detail in managing confidential information
Experience supporting an academic program, department, or accreditation process
Knowledge of higher education or health professions academic operations (e.g., COA or similar accreditation)
Familiarity with data tracking, surveys, and report preparation

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Dept Coordinator, CRNA Program

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