Simulation Manager

Overview

The Simulation Manager oversees all activities at Yale Center for Healthcare Simulation (YCHS) and reports directly to the Executive Director.

The position focuses on maintaining the smooth operation of the YCHS including coordination and scheduling of all the educational activities for participants, participation in monthly budget and expense meetings, supervision of two operation specialists, and coordination of the Simulation Academy at Yale which is an afterschool outreach program for New Haven high school students supported by an R25 Science Education Partnership Award.

The mission of the YCHS is to provide excellent patient care through innovative medical education, assessment, research, systems integration, and outreach. Our state-of-the-art center strives to provide members of Yale New Haven Health System (YNHHS) and Yale School of Medicine (YSM) communities with an ideal learning environment that fosters self-reflection, mutual respect, and an integrated, interdisciplinary team spirit in order to optimize healthcare delivery and engender a culture committed to patient safety. The YCHS promotes the acquisition of basic and advanced clinical skills that are essential for healthcare providers to master for both supervised and independent practice. It also offers a variety of simulation-based systems analysis services in order to apply simulation strategies to new facility design and testing, perform environmental and workflow analysis, and integrate new systems into an already complex healthcare system. The simulation center contributes to YNHHS/YSM’s research mission by identifying more effective educational methods and evaluation tools as well as using simulation technology to answer the most pressing issues in healthcare. The YCHS is also committed to providing educational research opportunities to all members of the Yale healthcare community.

Job responsibilities include:

• Provides administrative leadership for YCHS including oversight and coordination of all aspects of scheduling of activities at YCHS. Directs the operational flow of the Simulation Center and supervises the day-to-day activities of two operational specialists. Supervises weekly meeting with operational specialists to review upcoming week’s schedule. Completes annual evaluations of direct report employees. Helps to develop policies and procedures in support of center while assisting in long-range planning for YCHS use.
• Participates in budget discussion with YSM in conjunction with Executive Director of YCHS. Assists with unit budget planning, evaluating work requests, and ensuring that workflow is organized and staffed for quality and efficient completion.
• Interacts with Yale School of Medicine Medical Education; attends monthly Medical Education staff meetings
• Oversees personnel to fulfill projects, define work assignments and requirements, communicate the progress of work, while planning and coordinating projects and arranging for subcontractors if necessary.
• Oversees accurate input of YCHS participants into SimCapture and confirms participants complete evaluations. Participates in all activities related to creating student portfolios through Laerdal’s Enterprise SimCapture program.

The Simulation Manager also reports to the Principal Investigator of Science Education Partnership Award (SEPA) - R25 Yale Simulation Academy: Youth Entering Science (Dr. Leigh Evans). Responsibilities include:

• Attends weekly SEPA grant research meetings and keeps minutes.
• Coordinates daily calendar of SEPA activities including first- and second-year curriculum sessions and mentoring sessions.
• Sends reminder emails to students and parents weekly re-scheduled activities. Organizes and oversees SEPA graduation yearly in May. Keeps attendance records and sends reminders to students and parents about graduation requirements.
• Helps to maintain equipment and supplies for unit. Orders and supplies snacks to students.
• Coordinates all recruitment activities in spring and fall. Coordinates with Yale Pathways to Science coordinator and New Haven Public Schools coordinator re bus transportation for students.

Required Skills and Abilities

1. Excellent organizational skills. This position requires ability to independently manage scheduling for all of the simulation activities at YCHS.
2. Excellent interpersonal skills. The Simulation Manager is the "face" of YCHS, being the first person students, residents, fellows and faculty meet when visiting.
3. Strong leadership skills. The Simulation Manager is the supervisor for two operation specialists at YCHS. The manager meets regularly with the operation specialists to provide feedback on their performance and in conjunction with the Executive Director, completes annual evaluations.

Preferred Skills and Abilities

1. Master's degree in a related field or equivalent combination of education and experience, with several years of managerial experience.
2. Prior experience in managing large, multi-functional programs or projects in an academic, healthcare, or research setting. Knowledge of university policies and procedures, particularly within a managed care, compliance, research, or facilities context.
3. Certification or advanced training in relevant areas such as clinical research, facilities management, ITIL, or project management.
4. Some experience developing and managing budgets, interpreting financial reports, and using financial management tools preferred; the manager participates in monthly financial meetings with Yale School of Medicine and submits bills for YCHS.

Principal Responsibilities

1. Reviews and determines staffing needs, job posting requirements, salary guidelines, and labor agreement interpretations for exempt and non-exempt staff in one or more functional department of the University.
2. Manages the administrative support needs for exempt and nonexempt staff and provides recommendations, improvements, solutions and assistance as needed.
3. Manages and monitors technology needs, conducts inventory, and system requirements for the assigned departments.
4. Develops and prepares budgets, financial forecasts, and financial analyses and the actual vs. budgeted performance reports for the departments.
5. Manages the use of facilities in one or more departments including office space, work stations, equipment, and office supplies.
6. Manages administrative support for activities of one or more departments to ensure timely completion of projects.
7. Manages and coordinates training sessions for assigned departments when new policies or practices are adopted.
8. Ensures compliance with University and federal regulations as they apply to the assigned departments.
9. Identifies, plans, and develops administrative policies for the assigned departments.
10. Assists in reviewing and implements University and departmental policies as they pertain to the administrative functions of the assigned department.
11. Assesses and makes recommendations regarding staff development and staffing levels.
12. Monitors, develops, plans, and executes systematic research on user requirements through such mechanisms as surveys, interviews, focus groups and competitive analysis.
13. Manages a staff of exempt and non-exempt employees.
14. May perform other duties as assigned.

Required Education and Experience

Bachelor’s Degree in related field and three years of related experience or an equivalent combination of education and experience.