Dept Coordinator, CRNA Program

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):

255 Crittenden Blvd, Rochester, New York, United States of America, 14642

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

600221 SON Staff/Education Programs

Work Shift:

UR - Day (United States of America)

Range:

UR URG 106 H

Compensation Range:

$21.36 - $29.90

Responsibilities:

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. Working collaboratively with the Program Director, Assistant Program Director, faculty, and the Education administrative team, the Coordinator ensures efficient program operations and compliance with School, University, and Council on Accreditation (COA) standards, policies, and procedures.

This position requires professionalism, sound judgment, attention to detail, strong organizational skills, and frequent interaction with students, faculty, staff, academic leaders, clinical partners, and medical center stakeholders. The role functions within an innovative, high-performance culture focused on continuous program improvement, regulatory compliance, and excellence in nurse anesthesia education.

ESSENTIAL FUNCTIONS

Program Administration & Operations

• 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.

Clinical Education Coordination

• Oversees all clinical education data systems, including SONDB, CORE, and ACEMAPP, ensuring the accuracy and integrity of student, preceptor, and clinical site information. Collaborates with Program Director and IT teams to refine tracking systems that support COA requirements, program assessment, and accreditation reporting.
• Manages the ACEMAPP clinical placement process, including determining semester placement needs, submitting placement requests, monitoring approvals or changes, verifying student compliance, and ensuring all student information is current. Coordinates distribution of eRecord access instructions and required training.
• Directs student clinical compliance operations, maintaining records of site-specific requirements, communicating expectations to students, and ensuring missing or outdated documentation is resolved before clinical rotations begin. Maintains up-to-date files of facility requirements and onboarding standards.
• Coordinates administrative aspects of clinical education, including clinical site agreements, onboarding documentation, annual updates, and liaison activities with clinical partners. Maintains communication with clinical site coordinators and responds to requests for documentation, evaluation forms, and compliance verification.
• Supports tracking and documentation of student clinical rotations, including preceptor assignments, evaluation completion, clinical assessments, and COA-required case logs. Ensures all documentation meets clinical minimums and accreditation standards.
• Maintains accreditation documentation related to preceptors, clinical sites, clinical requirements, and performance metrics to ensure alignment with COA (standards. Provides required information for annual accreditation reports, continuous quality improvement processes, and external reviews.
• Compiles and analyzes clinical placement data each semester, generating preceptor and clinical site reports. Makes recommendations to the Associate Dean and Program Director to improve placement quality, site utilization, and student/preceptor experience.
• Provides analytical and reporting support related to clinical education and accreditation, linking data to program outcomes, strategic priorities, and mandatory institutional and accreditation reports.

Accreditation, Reporting & Compliance

• Support the Program Director in preparing, organizing, and maintaining documentation required for COA accreditation, including:
  • Annual Report submissions
  • Self-Study Report (SSR) materials
  • Continuous Quality Improvement (CQI) documentation
  • Strategic plan updates
  • Faculty and student data tables

• Track program performance indicators required by COA, including but not limited to:
  • Enrollment data and cohort progression
  • Attrition, graduation, and employment rates
  • NCE (National Certification Examination) performance data
  • Clinical case logs and experiences
• Assist with preparing COA-mandated notifications, including substantive change reports and interim reports.
• Support collection and organization of student clinical experiences data (e.g., Record of Clinical Experiences), ensuring alignment with COA requirements for clinical case minimums and competencies.
• Ensure all program processes, forms, policies, and communications meet institutional and COA standards.
• Assist with planning and coordinating site visit logistics, stakeholder schedules, and supporting documentation requests.

Academic, Faculty and Student Support

• 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; assist with onboarding, credentialing, compliance tracking, and payment processing.
• Support committees related to CRNA program governance, including scheduling, agenda preparation, minutes documentation, and follow-up action tracking.
• Maintain faculty records required for accreditation, including CV updates, certifications, licensure tracking, and professional development logs.
• Serve as a point of contact for current and prospective students regarding program requirements, timelines, clinical onboarding processes, and academic resources.
• Coordinate with Student Services, Registrar’s Office, and Clinical Education teams to support:
  • Course registration
  • Clinical clearance requirements (e.g., licensure, immunizations, background checks)
  • Schedule development and progression tracking

• Assist with communication plans, newsletters, announcements, and updates relevant to academic, clinical, and accreditation needs.
• Support processes related to student remediation documentation, progression committee preparation, and advising materials

Other Duties

• Assist in developing and refining operational workflows, communication templates, and process documentation to support program efficiency and COA-driven CQI efforts.
• Participate in School of Nursing administrative meetings, cross-program collaboration, and committees supporting the Education Mission and clinical education infrastructure.
• Provide administrative support for program surveys, focus groups, and feedback mechanisms supporting CQI and accreditation reporting.
• Collaborate with academic program assistants and other SON offices on special projects, as assigned.
• Provide administrative support for ceremonies such as Graduation and Pinning.
• Provide cross-coverage for other Education Office functions as needed.
• Other responsibilities as assigned to support program and accreditation needs.

MINIMUM EDUCATION & EXPERIENCE

• Associate's degree, Required
• At least 3 years of secretarial or administrative experience, Required
• 1 year in a position which demonstrated the ability to work with minimum supervision and to direct an office operation, Preferred
• or an equivalent combination of education and experience

KNOWLEDGE, SKILLS AND ABILITIES

• 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

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture to advance the University’s Mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion, creed, sex, sexual orientation, citizenship status, or any other characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.