Simulation Program Administrator - School of Medicine

The Simulation Program Administrator plays a key role in delivering simulation-based education to medical students at the Kaiser Permanente Bernard J. Tyson School of Medicine. The Simulation Program Administrator is a multifaceted role focused on coordinating short-term and long-term simulation events and projects, including communications, workflow management, event logistics, and coordination of tours. The incumbent also serves as a project administrator to Simulation Center leadership, faculty, and staff, providing administrative and project management in support of the Centers business, curricular, and programmatic objectives. This includes full cycle project management support, preparing presentations, resource utilization assessment, policies and procedures development, analytical and data support, operational and administrative duties. Detail orientation, problem-solving, accountability, organization, and adaptability are key to the successful fulfillment of this role.

• Event Support:
• Coordinates and manages all aspects of simulation event development and implementation including, but not limited to, drafting intra- and interdepartmental communications, documentation of processes, development of event materials, managing workflows, track deadlines and action items, determine personnel needs, schedule trainings, and event scheduling.
• Provides support to simulation technicians and staff by handling clerical tasks, coordinating furniture setup, and arranging catering services to ensure smooth simulation operations.
• Assists Standardized Patient (SP) Program staff with SP hiring, training, and payroll tasks.
• Assists simulation technicians by providing backup and additional support in operating high-fidelity mannequins to meet demands and handle any overflow during simulation-based events.
• Monitors event implementation to identify strategies for improvement to processes, flow, and communication.
• Compiles, analyzes and disseminates event-related feedback from students, faculty, and staff.
• Coordinates Simulation Center tours for internal and external visitors.
• Project Management:
• Manages and supports intermediate and long-term projects of moderate complexity, including the preparation, delivery, and follow-up work and action items. This may include supporting educational research projects, grant-funded curricular work, cross-disciplinary working groups, and programmatic assessment and evaluation.
• Assists in continuous quality improvement and ensuring that accreditation standards are met with respect to program evaluation, including the compilation, analysis, and dissemination of simulation-based assessment and evaluation data for the purposes of iterative refinement of the simulation education curriculum.
• Assists Simulation Center leadership with development and implementation of policies and procedures.
• Assists Simulation Center leadership in preparing and submitting course- and program-related content, presentations, and other materials, including annual reports and other external-facing publications.
• Collaborates with Simulation Center staff to generate and analyze key operations metrics related to resource utilization, including standardized patient labor, budgetary, material/supply, and space usage.
• Administrative:
• Serves as externally facing liaison/first point of contact for students, faculty, and staff interfacing with the Simulation Center.
• Maintains Simulation Center calendar and intranet site.
• Collaborates with Marketing and Communications department to facilitate public relations activities and promote Simulation Center activities.
• Coordinates financial and administrative transactions, including procurement and payroll duties.
• Other duties as assigned.

• Minimum of three (3) years relevant experience in event coordination, project management, administrative coordination or Standardized Patient training experience.

• Associates degree or two (2) equivalent years of related experience.
• High School Diploma or General Education Development (GED) required.

• N/A

• Basic understanding of medical and adult education.
• Demonstrated success in following through and completing projects on time.
• Excellent time management and organizational skills; must take initiative and ownership of multiple projects, including prioritization of competing demands.
• Excellent problem-solving, decision-making, and contingency planning skills, including the ability to flexibly adapt to change in real-time.
• Proficient in record maintenance and report development.
• Contributes to the development of a positive departmental culture and team environment, as well as enhanced communication that facilitates the development of a community of clinical educators.
• Well-developed interpersonal skills, including the ability to collaborate effectively with all levels of personnel.
• Excellent verbal and written communication skills.
• Ability to travel to off-site locations for site visits and/or meetings.
• Conflict resolution and negotiating skills.
• Professionalism, discretion, and confidentiality.
• Receptive to feedback, willing to learn, and embraces continuous improvement.

• Two (2) years of experience as a simulation-related technician, logistician, or coordinator in a healthcare or higher education simulation setting.
• Familiarity with standardized patient-based education for teaching and assessment of clinical skills.
• Familiarity with simulation software platforms and recording technology (e.g. CAE Learning Space, SimCapture) and learning management systems.
• Excellent technical, data analysis, and formatting skills, including proficiency in Microsoft Office Suite (particularly Microsoft Excel).
• Experience with operations management or oversight with a simulation center preferred.
• Certified Healthcare Simulation Operations Specialist (CHSOS) or Certified Healthcare Simulation Educator (CHSE) Preferred.