Clinical Placement & Simulation Admin Coordinator

Downstate; New York (NY); On-site; USD 42,000 - 62,000; Full time

Job summary

SUNY Downstate Health Sciences University's College of Nursing is seeking a full-time Staff Assistant for the Simulation Clinical Placement Team. The role coordinates clinical placements, communication with sites and students, and maintains records for accreditation and reporting.

You will handle onboarding, scheduling, documentation, and data entry across simulation operations and clinical placements. The position supports onboarding of standardized patients, adjunct faculty, and staff, manages

Responsibilities

• Work closely with both the simulation and clinical placement teams to provide day-to-day administrative support as required.
• Maintain shared calendars and coordinate scheduling of clinical placements, simulation sessions, lab space, and equipment to avoid conflicts across programs.
• Prepare, distribute, and track student placement documentation, including onboarding requirements, health and compliance records, and agency-specific paperwork.
• Support onboarding of standardized patients, adjunct faculty, and simulation operations staff, including scheduling, timesheets, and orientation logistics.
• Assist with preparation of pre-briefing and debriefing materials, participant rosters, evaluation forms, and post-session data entry.
• Maintain accurate records in placement and simulation management systems, ensuring data are current and audit-ready for accreditation and reporting cycles.
• Support tracking inventory, consumables, and equipment service records; process purchase requests and coordinate with vendors and procurement.
• Draft correspondence, meeting agendas, and minutes; follow up on action items across both teams.
• Support preparation of reports and documentation for accreditation, program evaluation, and continuous quality improvement activities.
• Contribute to process improvement by identifying administrative bottlenecks and helping standardize workflows shared by the two teams.
• Perform Committee Minutes: Schedule, create, send Teams invitation of Committee meeting link to each member; Attach agenda and previous meeting minutes to email invitation; Take meeting minutes / record meeting on TEAMS; Send out meeting minutes to each committee for review.
• Perform Course/Clinical/Simulation Evaluations: Create survey using Qualtrics; Populate survey with each course and corresponding faculty; Create QR code for each survey; Distribute survey into each course Wrap-up module using Brightspace.

Job description

SUNY Downstate Health Sciences University's College of Nursing is seeking a full-time Staff Assistant for the Simulation Clinical Placement Team. The role coordinates clinical placements, communication with sites and students, and maintains records for accreditation and reporting.

You will handle onboarding, scheduling, documentation, and data entry across simulation operations and clinical placements. The position supports onboarding of standardized patients, adjunct faculty, and staff, manages