Simulation Administrative Assistant

Overview

The Administrative Assistant role at the Simulation Center involves providing comprehensive administrative and operational support to staff, educators, and learners within a dynamic healthcare training and academic environment. This position demands superior organizational skills, effective interpersonal communication, and the capability to prioritize tasks efficiently in a fast-paced setting. Availability for flexible schedules is required, including early mornings or occasional evenings between 7 AM and 6 PM.

Primary Responsibilities

• Act as the initial point of contact for the Simulation Center by welcoming and assisting faculty, students, staff, and visitors.
• Oversee scheduling and calendar management for simulation sessions, clinical skill activities, faculty development, and meetings.
• Handle the department's main email inbox, telephone inquiries, and calendar requests.
• Coordinate facilitator assignments and collaborate with the pre-clinical education office on scheduling.
• Organize simulation scenarios, student timetables, clinical skill sessions, and event logistics, including booking rooms and supporting setup.
• Draft communications, reports, agendas, and minutes tied to simulation and skills-related functions.
• Send out relevant information to faculty, part-time facilitators, students, and standardized patient actors ahead of activities.
• Maintain systematic filing systems for documentation, student records, evaluations, and inventories.
• Keep accurate records of simulation attendance, session data, evaluations, and continuing education credits.
• Replenish supplies in the standardized patient lounge including paper products and refreshments.
• Support day-to-day administrative aspects of simulation and clinical skills operations.
• Monitor and communicate updates to simulation and skills session schedules among staff, faculty, and standardized patients.
• Help with onboarding, credentialing, and scheduling of standardized patients and part-time staff.
• Work closely with operations and materials teams to coordinate necessary supplies and materials for sessions.
• Assist simulation technicians with light physical setup and teardown tasks between training sessions.
• Contribute to the upkeep of clean, organized, and professional simulation labs and adjacent spaces.
• Report technical or facility issues to the appropriate operations or IT personnel promptly.
• Collect, input, and maintain data related to simulation sessions, learner involvement, evaluations, and facility use.
• Assist with entering graded assignments and session data into database systems.
• Collaborate with the Medical Operations department regarding grading structures.
• Support the use and maintenance of simulation management software such as SimCapture and CAE LearningSpace.
• Ensure student records confidentiality in compliance with privacy regulations.
• Perform additional tasks as assigned.

Qualifications

• Minimum of high school diploma or equivalent; Associate's or Bachelor's degree preferred.
• Between one to three years of administrative experience, ideally in healthcare, academic medical centers, or higher education institutions.
• Experience with scheduling software or Learning Management Systems is advantageous.
• Proficiency in Google Workspace and Apple/Mac or equivalent software platforms.
• Authorization to work in the United States is required.
• Residence in the Central Florida area is essential.

Key Attributes

• Excellent organizational skills with the ability to manage multiple concurrent priorities.
• Strong written and verbal communication skills, comfortable engaging with clinical faculty, students, and leadership.
• Adaptability to work alongside medical equipment, anatomical models, and simulated clinical conditions.
• Maintains strict confidentiality in accordance with FERPA regulations regarding student information.

Physical Demands

• Occasional lifting of light to moderate equipment or supplies weighing up to 25-30 pounds.
• Mobility throughout various office, control room, and simulation suite locations during the workday.

Compensation and Benefits

• Hourly pay rate of $22.42.
• Comprehensive healthcare benefits covering medical, dental, and vision plans.
• 401(k) retirement savings plan.
• Life insurance options including basic, voluntary, and accidental death and dismemberment coverage.
• Paid time off including vacation and public holidays.
• Short-term and long-term disability insurance.
• Opportunities for training and professional development with continuing education support.
• A collaborative and supportive work culture.