Simulation Assistant
Job Title: Simulation Assistant
Classification: C4
Department: Nursing
Updated: November 2023
Job Summary
Provide administrative and confidential clerical support for the Simulation Center including answering telephones, providing customer service for students/faculty/staff, managing calendars and correspondence, maintaining electronic/paper record keeping systems and materials, tracking data and coordination and implementation of projects and events.
Essential Functions
- Responsible for greeting and welcoming guests, receiving, and delivering all incoming and outgoing mail and packages, answering all calls and directing as needed, scheduling meetings, and coordinating office activities.
- Compiles data from a variety of information sources and prepares reports for the Simulation Center as requested/needed by staff.
- Support assessment lab staff with hiring, including onboarding paperwork, scheduling, and payment of student workers.
- Support Standardized Patient (SP) and Simulation Voicer (SV) Programs with hiring, including onboarding paperwork, scheduling work dates, arranging parking, confirm work dates, submit payment requisitions, compile manuals, and maintain database of SP and SV pools.
- Coordinate Simulation departmental meetings and events which includes room reservations, IT/AV equipment set up for meetings, guest speaker arrangements, creating simulation folders for guests, disseminating visitor parking information and passes, minutes recording and any other details necessary for the event.
- Coordinate search process for simulation employment searches.
- Coordinate departmental new staff orientation (id card, parking, phone, computer, IT access/codes, banner orientation, etc.).
- Submit work order requests for routine maintenance or cleaning of facilities.
- Coordinate IT service requests and departmental staff’s technology needs.
- Process travel and reimbursement vouchers for simulation team.
- Enter and manage payroll hours in Ultratime for standardized patients and simulation voicers.
- Backup supervisor for approval of Ultratime hours for student workers.
- Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.
- Organize and schedule Simulation Center tours and assist with organizing external simulation-based events.
- Create and maintain a filing system for simulation materials (contracts, documents, etc.).
- Ensure proper data management and reporting of Simulation Center events and Contact Hours, in accordance with SSH standards.
- Responsible for scanning and all data entry of information needed for the Simulation Center.
- Order office supplies and maintain inventory needed for staff to be successful.
- Track and reconcile purchase card expenses, prepare expense reports, and properly allocate expenses to appropriate accounts.
- Performs other duties as assigned.
Non-Essential Functions:
Not Applicable.
Required Qualifications
- High school graduate or equivalent.
- Minimum of four years of relevant work experience.
- Demonstrated administrative and organizational skills.
- Experience with various computer software applications such as Microsoft Office and/or equivalent.
- Data entry experience.
- Typing and spelling competency with grammar and proofreading skills.
- Possess strong verbal and written communication skills.
- Demonstrated experience to successfully provide quality customer service.
- Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
- Demonstrated experience to successfully coordinate large projects.
- Demonstrated experience to successfully handle multiple demands effectively.
- Demonstrated experience to successfully organize and prioritize workload.
- Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgment.
- Demonstrated experience to successfully work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Ability to successfully maintain positive intercultural and interpersonal relationships.
Preferred Qualifications
- Bachelor’s degree.
- Higher education work experience.
- Experience with Onbase, Sovos, Banner.
- Experience with system integrations.
- Experience with process improvements.
Supervision Received
Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.
Supervision Exercised
Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.
Physical Demands
- To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.