Administrative Assistant - Office of Simulation in Medicine and Surgery

Rocky Vista University•Ivins, UT

4d•Hybrid

About The Position

Rocky Vista University (RVU) is seeking an Administrative Assistant to provide comprehensive administrative support to the Office of Simulation in Medicine and Surgery (SIMS) and the Healthcare Simulation Center (HSC). This role is crucial for ensuring the smooth operation of simulation events and maintaining a professional and welcoming environment for all users. The position involves direct interaction with students, faculty, staff, and external partners, requiring excellent communication and organizational skills. RVU is committed to fostering an inclusive and equitable environment, and this role plays a part in upholding those values.

Requirements

High school diploma or equivalent.
Two years of previous experience in an administrative support position, or equivalent work experience.
Ability to answer phones, emails, and schedule appointments and events.
Ability to arrange faculty and staff travel and lodging logistics.
Ability to maintain SIMS Master Calendar and Outlook Calendars.
Ability to order supplies for the department and file expense reports.
Comfortable working with Microsoft Office programs.
Knowledge of event planning, team building, and communication skills.
Strong ability to work as part of a team.
Ability to work with confidential student material.
Strong organizational skills.
Attention to detail.
Strong interpersonal skills.
Analytical, interpretive, and problem-solving skills.
Demonstrated commitment to valuing inclusive excellence and contributing to an inclusive working and learning environment.

Nice To Haves

College or associate’s degree from an accredited institution.
Professional background or experience in healthcare or education.

Responsibilities

Serve as the primary point of contact for the Office of SIMS and HSC, managing in-person, email, and phone communications with professionalism and compassion.
Collaborate with the Associate Director and Coordinators to schedule simulation events and communicate effectively with all users.
Maintain and update event calendars weekly, promptly informing relevant parties of any changes.
Post and regularly update information about all on- and off-campus SIMS events.
Assist in the recruitment, screening, and hiring of live actors, Simulated Patients (SPs), coordinating with WSi for onboarding.
Organize and schedule SP encounters, including the creation and distribution of surveys for SP participation.
Support the EMS system and other applicable software by entering case material, checklists, and documentation for simulation sessions.
Monitor and troubleshoot issues during simulation events as needed.
Manage and maintain Office of SIMS supplies, including ordering and inventory.
Process check requests, invoices, and purchase card statements using iNet, Concur, and other software.
Coordinate room reservations for simulation events in collaboration with the Associate Director, Coordinators, and involved parties.
Schedule Department and Faculty meetings, take minutes, and distribute them as appropriate.
Arrange faculty travel, including flights, rental cars, and lodging, and process expense reports.
Assist the SIMS team in collecting and tracking data, such as participation numbers and metrics for accreditation with the American College of Surgeons Accredited Education Institute (ACS AEI).
Support the setup of simulated events using task trainers, manikins, and surgical instruments.
Collaborate with other departments and provide support to other Administrative Assistants as needed.
Schedule and lead HSC Tours when possible.
Contribute to building a culture that respects, values, and promotes diversity, equity, and inclusion.
Perform other duties as assigned.
Serve on university committees and conduct interviews when eligible (Marginal Job Function).
Work with predoctoral SIMS Fellows to confirm schedules and availability (Marginal Job Function).
Assist in the maintenance of SIMS website materials (Marginal Job Function).