Simulation Program Admin- School of Medicine

Kaiser Permanente Bernard J. Tyson School of Medicine; Pasadena (CA); On-site; USD 70,000 - 90,000; Full time

Benefits offered by this job

Competitive salary

Health benefits

Professional development opportunities

Job summary

A leading medical education institution in Pasadena is seeking a Simulation Program Administrator to coordinate simulation events and projects. This multifaceted role involves administrative support, project management, and collaboration with faculty and staff. The ideal candidate will have at least three years of experience in business operations within healthcare or education. Strong communication and problem-solving skills are essential. This position offers opportunities for growth and the chance to contribute to innovative medical education.

Qualifications

• Minimum of three (3) years relevant experience in business operations, project or program management.
• Demonstrated success in following through and completing projects on time.
• Excellent problem-solving and decision-making skills.

Responsibilities

• Coordinates and manages simulation event development and implementation.
• Supports intermediate and long-term projects of moderate complexity.
• Serves as liaison for students, faculty, and staff interfacing with Simulation Center.

Skills

Project or program management

Excellent time management

Problem-solving skills

Excellent verbal and written communication

Interpersonal skills

Education

Bachelor's Degree or 4 equivalent years of relevant experience

High School Diploma or GED

Tools

Microsoft Office Suite

Simulation software platforms

Job description

Job Summary

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. The incumbent also serves as an administrator to Simulation Center leadership and faculty, providing administrative and project management in support of the Center's business, curricular, and programmatic objectives. Detail orientation, problem-solving, accountability, organization, and adaptability are key to the successful fulfillment of this role.

Essential Responsibilities

• 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, tracking deadlines and action items, determining personnel needs, scheduling 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.

Basic Qualifications

• Experience
  Minimum of three (3) years relevant experience in business operations, project or program management in a healthcare or higher education setting.
• Education
  Bachelor's Degree OR four (4) equivalent years of relevant experience. High School Diploma or General Educational Development (GED) required.
• License, Certification, Registration
  N/A

Additional Requirements

• 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.
• Familiarity with simulation software platforms and recording technology (e.g., CAE Learning Space, SimCapture) and learning management systems.
• 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.

Preferred Qualifications

• Two (2) years of experience as a simulation-related technician, logistician, or coordinator in a healthcare simulation setting.
• Familiarity with simulation software platforms and recording technology and learning management systems.
• Familiarity with standardized patient-based education for teaching and assessment of clinical skills.
• 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.