Education Scheduling Coordinator

Job Description

The Education Scheduling Coordinator applies knowledge about curriculum, requirements and educational activities to coordinate professional health education programs. Coordinates and maintains program operations, which may include teaching and learning activities, program curriculum, learner scheduling, maintaining databases, tracking learner compliance, and program accreditation.

Applies advanced knowledge of ACGME requirements, and American Board of Anesthesiology requirements to independently manage complex training schedules, examinations, and compliance for the Department of Anesthesia and Perioperative Care. Serves as the program's subject matter expert for resident scheduling and maintains year-long rotation and call schedules for approximately 90 residents, while ensuring training requirements, board eligibility, protected educational time, and clinical coverage across multiple hospital sites.

Administers the residency examination program and associated educational platforms and oversees scheduling systems including Qgenda, FileMaker, and MedHub. Monitors work hours, ACE hours, Late Stay compliance, and analyzes scheduling, examination, and compliance data to support program leadership, accreditation, and continuous program improvement.

Department Overview

The Department of Anesthesia and Perioperative Care at UCSF provides outstanding patient care, promotes cutting-edge basic and clinical science research, and educates the next generation of healthcare providers while focusing on the UCSF Principles of Community.

The Department of Anesthesia and Perioperative Care ranks as one of the largest departments in the School of Medicine, with an annual budget of $207 million. The three largest components of the annual revenue budget are Funds Flow Revenue, the affiliation agreement with the city and county of San Francisco, and Extramural Funds, which together represent 85.2% or $171 million. As of 2026, the department has over 200 Faculty members, 27 Staff Physicians, 200 Staff Employees, 6 Fellows, 90 Residents, 17 Non-Faculty Academics, 13 Post Docs, and 8 Nurse Practitioners. The department also works closely with 68 Certified Registered Nurse Anesthetists (CRNAs).

In addition to the Moffitt-Long Hospital, very active units of the department exist at the Zuckerberg San Francisco General Hospital (ZSFG) (inpatient and outpatient, including an active trauma service); San Francisco Veterans Affairs Medical Center (inpatient and outpatient); Mount Zion Medical Center (outpatient, including 23 hour stays); Benioff Children's Hospital Oakland; the UCSF Orthopedic Institute; the Benioff Children's, Betty Irene Moore Women's and Bakar Cancer (NIH-designated Cancer Center) Hospitals; and the Bayfront Medical Building (outpatient, Center for Pain Medicine) in the Mission Bay neighborhood.

The Department now has essential roles in patient care outside of the operating rooms, with active participation in Ambulatory Care, Acute and Chronic Pain, and in the Preoperative Clinic. Since 1958, the department has been at the heart of modern anesthesia's explosive growth, and to this day continues to have an enormous impact on surgical practice and the management of pain. The department's research, education, and clinical care earned and have maintained reputations equal to or better than that of any institution in the world. Individual members of our faculty have had a major influence on our specialty both nationally and internationally, including NIH study sections, NIH funding, and FDA and Editorial Boards. Research activities within the department are integrated with and inform clinical practice. For many years, ours has been among the top departments in the United States for NIH research funding in anesthesia.

Qualifications

Required Qualifications - Bachelor's degree in related area and / or equivalent experience / training - Minimum 3 years of related experience - Thorough knowledge of relevant policies and regulatory requirements. Solid knowledge of medical education program requirements. Thorough knowledge of the medical education industry. - Thorough knowledge of administrative analysis and operations research. Demonstrated ability to develop and implement processes and systems. Thorough knowledge of the administrative and operational implications in a program. - Demonstrated experience managing complex scheduling for a large group, with the ability to balance educational requirements against clinical staffing needs. Experience with scheduling and medical education software (e.g., Qgenda, MedHub, FileMaker) or demonstrated ability to quickly learn enterprise scheduling systems. - Demonstrated experience and documented excellence in oral and written communications skills; includes active listening and critical thinking. - Strong interpersonal skills. Actively cooperates and supports the work of others. Ability to work productively with anyone regardless of background. Empathetic and aware of impact on others. Strong problem solving skills to assist trainees and resolve issues. - Excellent organizational skills, analytical, and demonstrated attention to detail. Ability to complete work and meet established deadlines in an accurate and timely manner, and to manage short and competing deadlines. - Thorough knowledge of data management and documentation methods used in investigating and presenting findings about the program, including tracking and reconciling data across databases and systems. - Extensive, advanced experience with Microsoft Excel (e.g., complex formulas, pivot tables, and data analysis/reporting). - Experience using AI tools to support administrative, scheduling, and analytical work. Preferred Qualifications - Experience with Smartsheet. - Experience with the full Microsoft Office suite (Word, PowerPoint, Outlook, Teams).