Staff Assistant, Simulation Clinical Placement Team

Job Description
The College of Nursing at SUNY Downstate Health Sciences University is seeking a full-time Staff Assistant, Simulation Clinical Placement Team.

The Staff Assistant will provide essential support to the Simulation Clinical Placement Team, including clinical placement coordination and communication with clinical sites as well as student communication and follow-up regarding clinical requirements, performing credentialing and documentation, data entry and maintenance in Typhon, development and maintenance of student clinical rosters, administrative tracking and coordination related to clinical placements as well as general administrative support for the clinical placement process.

Key Responsibilities & Duties

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

Qualifications
Required Qualifications

Bachelor’s Degree from an accredited institution.
1+ year of prior experience in an administrative capacity, preferably in an academic and/or healthcare environment.
Or, a satisfactory equivalent combination of experience, education and training.