Simulation Administrative Assistant

Position Description:

The Administrative Assistant provides high-level administrative and operational support to the simulation center staff, educators, and learners. This individual is responsible for managing schedules, coordinating simulation and clinical skill activities, supporting documentation and communication, and ensuring smooth day-to-day operations of the simulation center. The role requires excellent organizational, interpersonal, and communication skills and the ability to manage multiple priorities in a fast-paced academic and healthcare training environment. Flexible scheduling may be required (8 hours between 7am and 6pm) for early morning or occasional evening events.

Duties/Responsibilities:

• Serve as the first point of contact for the Simulation Center; greet and assist faculty, students, staff, and visitors.
• Manage calendars and scheduling for simulation and clinical skills sessions, faculty development events, and meetings.
• Manage the department’s central email inbox, phone inquiries, and calendar requests.
• Manage facilitator assignments and scheduling, and collaborate with pre-clinical education office.
• Assist with the coordination of simulation scenarios, student schedules, clinical skills, and event logistics, including room reservations and set-up support.
• Prepare correspondence, reports, agendas, and meeting minutes for simulation/skills-related activities.
• Prepare correspondence to faculty, part-time facilitators, students, and standardized patient actors in preparation for upcoming simulation activities.
• Maintain organized filing systems for documents, student records, evaluations, and inventories.
• Maintain accurate records of simulation sessions, learner attendance, evaluations, and continuing education (CE/CME) credits.
• Restock SP lounge with paper products and coffee/tea station
• Support the day-to-day administrative operations of the simulation center and clinical skills activities.
• Monitor simulation/skills schedules and communicate changes to staff, faculty, and standardized patients.
• Assist with onboarding, credentialing, and scheduling of standardized patients (SPs) and part-time staff.
• Coordinate materials and supplies needed for simulation/skills sessions, working closely with operations and materials staff.
• Assist simulation technicians with light room setup and breakdown between training sessions (e.g., arranging furniture, distributing task trainers).
• Assist in maintaining clean, organized, and professional simulation labs, control rooms, and debriefing spaces.
• Report technical or facility issues promptly to the Simulation Operations team or IT department.
• Collect, enter, and maintain data related to simulation/skills sessions, learner participation, evaluations, and center usage.
• Assist in entering graded assignments and graded sessions in a data system.
• Collaborate with the MedOPs department to report grading structure.
• Support the use of simulation management software (e.g., SimCapture, CAE LearningSpace) for scheduling, data entry, and report generation.
• Maintain confidentiality while working with student records.
• Performs other related duties as assigned.

Supervisory Responsibilities:

None.

Qualifications/Requirements:

• High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.
• 1–3 years of administrative experience, preferably in healthcare, academic medical centers, or higher education settings.
• Familiarity with scheduling software or Learning Management Systems (LMS) is a strong plus.
• Proficient in Google Workspace, Apple/Mac products or related software.
• Must be authorized to work in the United States.
• Must be local to the Central Florida area.

Key Competencies:

• Organization: Exceptional attention to detail and ability to prioritize multiple tasks simultaneously.
• Communication: Strong written and verbal communication skills; comfortable interacting with clinical faculty, students, and executives.
• Adaptability: Comfort working around medical equipment, anatomical models, and simulated clinical environments (including simulated blood/moulage).
• Discretion: Strict adherence to student privacy (FERPA).

Physical Requirements:

• Occasional lifting of light-to-moderate equipment/supplies (up to 25–30 lbs).
• Ability to move between offices, control rooms, and simulation suites throughout the day.

• Pay Rate: $22.42 / per hour
• Health Care Plan (Medical, Dental & Vision)

• Retirement Plan (401k)
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off (Vacation & Public Holidays)
• Short Term & Long Term Disability
• Training & Professional development - continuing education opportunities to support your career growth.
• A supportive and collaborative work environment.