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Program Coordinator, Clinical Skills and Simulation Center

School, College or Department: School of Medicine
Date Posted: Date: Fri, 20 Nov 2020 10:25:00 EST
Attachment(s):
Reports To: Director of the Clinical Skills and Simulation Center (CSSC)
Status: Full-time
FLSA:
Location: Valhalla, NY

Overview

 Reporting to the Director of the Clinical Skills and Simulation Center (CSSC), the Program Coordinator, a vital member of the CSSC team, is primarily responsible for managing and organizing internal and external programmatic bookings, overseeing the center’s calendar, managing Standardized Patient (SP) staffing for clinical skills experiences and assessments, organizing materials related to SP and student training sessions, organizing SP hours and completing SP payroll, collaborating with human resources for SP onboarding and institutional compliance, navigating various simulation technology platforms, overseeing SP hiring protocols, training proctors and facilitators, being a liaison for external clinical skills clients, and handling administrative tasks related to catering, transportation, event organization, exam room maintenance, and upholding confidential document management. Superior customer service skills as well as the ability to establish and maintain effective working relationships with all levels of organizational personnel, staff/faculty and students is paramount.

Responsibilities

Program Support:

  • Act as the primary liaison for program bookings and keep the center’s calendar, as well as the Campus Resource Scheduler consistently updated.
  • Participate in instructional opportunities related to interpersonal communication skills, physical examination, and conscious/unconscious bias training initiatives.
  • Maintain an organized simulation case library, consistently record simulation content changes, accurately disseminate changes to faculty, students and SPs, and ensure that rationale is precisely documented.
  • Assist directors with targeting external, revenue generating clients and oversee scheduling of residency program bookings.
  • Exhibit optimal email organization skills by ensuring that essential email threads are archived and email prompts to SPs, Students, and/or Faculty always go out in a timely manner.
  • Maintain proficiency in simulation technology platforms associated with operating manikins, programming the Center’s data capture system (LearningSpace), operating virtual training programs on LearningSpace and/or zoom, and updating program content associated TEAMS channels.
  • Ensure that moulage techniques and related supplies are sufficiently supplied at the center and realistically applied to manikins or simulated patients.
  • Oversee the training and reliability of program proctors, facilitators, and hall monitors.
  • Assist Directors(s) with monitoring daily testing and fill in as a facilitator/proctor as needed.
  • Uphold data confidentiality and security among all users of the skills center.

SP Program Support:

  • Manage scheduling SPs and distributing availability inquiries far in advance of programs in order to guarantee programmatic casting.
  • Develop an innovative system for managing up-to-date SP availably inquiries.
  • Be the first line of defense if there is a change to a simulation schedule or an SP becomes unavailable at the last minute which includes a commitment to monitoring. email/casting boards on evenings prior to a scheduled program the next day.
  • Work closely with Clinical Skills Center Staff to implement inventive audition procedures and cultivate new groups of SPs via casting networks, headshots/resumes, etc.
  • Keep updated records of SP Contact Grids, SP Hiring folders, yearly SP contracts and potential SP headshots. This is especially vital for casting and records management needs.
  • Closely oversee proctors, video techs, SPs, and student logistics when programs are running. Facilitate/Video Tech small programs when need be.
  • Provide continuity and quality assurance for program schedules, SP casting and monitor LearningSpace programming accuracy.
  • Maintain active SP rater-reliably data base and track specific student/SP pairings.

Administrative Support:

  • Maintain a master tracking guide that outlines all simulation cases that occur at the center to assist directors with tracking the implementation of Entrustable Professional Activities and Interprofessional Activities for competency based assessments.
  • Assist SP Program Director with facilitating bi-weekly payroll for 80+ employees and self-manage submission of timesheets to payroll for processing.
  • Manage incident reports, keep active casting rosters, and make sure that SPs adhere to general rules of the Clinical Skills Center.
  • Act as primary liaison between Human Resources and SPs (i.e. onboarding, documentation, and retention).
  • Maintain an efficient and cooperative relationship with various transportation means, the security department and cab companies, to manage booking the actors to and from the train station. (Manage related blanket purchase orders).
  • Ensure that exam/simulation rooms are accurately set up for programs and that necessary medical supplies are continually stocked.
  • Oversee catering requests for clinical skills programs and manage related blanket purchase orders.
  • Facilitate tours and student/faculty orientations of Clinical Skills Center.

Qualifications

(A) Education requirement:

Bachelor’s Degree Required.

(B) Technical/Computer skills:

Computer literacy in PC and Mac-based software applications, including Word, Excel, PowerPoint, Microsoft Teams, and Zoom.  

(C) Other Skills:

  • Willingness to work collaboratively with faculty, staff and students.
  • Demonstrated history of meeting deadlines.
  • Excellent interpersonal, verbal and written communication skills.
  • Must be innovative, decisive and motivated.
  • Must possess strong professional integrity and show a commitment to diversity and inclusion.

Contact Info

Human Resources Department (914) 594-2800