"Simulated Participant Program Manager"

Overview

The Simulated Participant (SP) program manager provides comprehensive operational, educational, financial, and workforce leadership for the SP Program within the Yale Center for Healthcare Simulation (YCHS). The role oversees recruitment, supervision, training, scheduling, case implementation, payroll administration, database management, and compliance oversight for a workforce of approximately 65 health educator temporary employees.  The SP program manager reports to the YCHS Director of Simulated Participants and the YCHS Executive Director.

The SP program manager serves as the primary supervisor for all SP personnel and is responsible for ensuring adherence to university employment policies, attendance standards, performance expectations, and institutional compliance requirements. The position supports undergraduate and graduate medical education and healthcare system initiatives through high-quality, standardized simulation experiences. The role requires strong organizational skills, financial processing experience, database management proficiency, and the ability to manage complex academic simulation workflows.

Principal Responsibilities:

Supervision & Human Resource Management

• Serve as primary supervisor for approximately 65 Simulated Participants (SPs)
• Oversee recruitment, onboarding, and orientation of new SPs
• Manage SP attendance, scheduling, and overall workforce accountability
• Ensure compliance with university employment policies and procedures
• Partner with HR and Employee Services Center on employment-related matters
• Maintain accurate employment documentation and required records
• Monitor workforce capacity, retention trends, and staffing needs
• Lead workforce engagement initiatives, including annual professional development programs and community-building activities for SP personnel

SP Program Operations & Activity Management

• Manage the lifecycle of SP requests from approval through activity execution and completion
• Ensure appropriate documentation and tracking of SP participation
• Maintain alignment between program needs and SP availability
• Track annual and monthly SP headcount and utilization data

SP Training & Educational Preparation

• Conduct SP training sessions to prepare SPs for simulation activities and clinical skills assessments
• Facilitate case review meetings including case clarification, role play, and simulation format orientation
• Provide coaching to SPs to ensure consistency, standardization, and educational alignment
• Monitor SP performance and provide feedback as needed
• Ensure SPs understand feedback participation, scoring tools, checklists, and learning objectives

SP Payroll & Compensation Administration

• Process weekly SP payroll through Workday for temporary employees
• Manage payroll exceptions, including:
• Faculty compensation above base salary requests
• One-time extra compensation forms (Form 3501 FR.07)
• Ensure accurate COA charging and documentation retention
• Maintain signed timesheets and audit-ready payroll records
• Serve as liaison with HR and the Employee Services Center as needed
• Monitor SP-related expenditures and assist in forecasting program costs

SP Database Administration

• Serve as system administrator for the online SP database (Educaster)
• Maintain complete SP profiles
• Add new SPs and update records as needed
• Transition SPs to inactive status when appropriate
• Grant and monitor user access to the database
• Maintain a current Excel contact database for operational use
• Conduct routine data reconciliation and integrity reviews

Recordkeeping, Compliance & Professional Oversight

• Maintain organized electronic records for payroll documentation, SP activity logs, memberships, and certifications
• Ensure documentation is audit-ready and compliant with institutional policies
• Monitor renewal deadlines and maintain membership documentation and certificates

Required Skills and Abilities

1. Excellent interpersonal skills. Comfort interacting with people of diverse backgrounds.
2. Strong writing and organizational skills.
3. Strong communication skills.
4. Independent problem solving skills.
5. Ability to work well with supervisors (Director of SP Program).

Preferred Skills and Abilities

1. 5+ years of experience at program manager or equivalent level.
2. 3+ years of experience with finances and budgets.
3. 3+ years of experience of managing employees and interacting with healthcare professionals (or equivalent). 5+ years of experience interacting with with people of broad and diverse backgrounds.
4. Background related to theater, acting, improvisation, etc. in order to have insight into applicants' qualifications as actors.
5. Experience interacting with healthcare providers including medical students, nurses, residents, and attendings.

Required Education and Experience

Minimum requirement of Bachelor’s Degree in a related field and four years of related experience or an equivalent combination of education and experience.

Salary Range

$68,000.00 - $120,500.00