About the Work Unit:
The position reports to the Senior Administrative Officer, Academics, with a dotted line report to
the Director of Simulation.
VUSN supports the development of innovative academic educational programs within the school which
align strategically with other Vanderbilt University initiatives to address national priorities to promote, protect, educate students and play a vital role in developing clinicians who will provide access to health care for people everywhere.
Duties and Responsibilities:
Administrative
• Communicates on behalf of the Director of Simulation and serves as a liaison with administrative offices, committees, students, faculty and staff within the VUSN community, VU, and external affiliates.
• Accountable for efficiently managing and enhancing the daily administrative functions of the Simulation Center.
• Create and execute policies and operational procedures by utilizing a variety of management systems and technology tools and initiate cost-effective program improvements.
• Serves as a crucial first point of contact for visitors to the Simulation Center by creating a welcoming reception, providing superior customer service, and maintaining general policy information/guidance regarding the Simulation Center utilization and available resources.
• Coordinates and leads tours for both internal and external groups as needed.
• Provides administrative support to the Director of Simulation as needed.
Meeting and Committee Work
• Coordinates, plans, and executes many simulation meetings and activities:
o Student events related to courses
o Development opportunities for internal and external groups
o Standing Simulation Committee
o Faculty Development
o Onsite and remote standardized patient (CELA) events
o Simulation Lab Team Meetings
• Manages the scheduling, agenda development, and minute-taking and disbursement responsibilities for the simulation Center team at the direction of the Director of Simulation.
• Attends and participates in meetings of Program Managers across VUSN.
• Attends and participates in meetings of faculty and staff at VUSN.
Event Coordination
• Plans, coordinates and oversees the logistics of scheduling of Simulation Center events by collaborating with the faculty and simulation Center staff to organize and reserve in detail, needed equipment, supplies, and facilities to accommodate successful implementation of simulation experiences.
• Provides guidance in scheduling student events and experiences.
• Communicates with outside vendors to schedule maintenance of equipment and standardized patient experiences.
• Creates and maintains the Simulation Center calendar to capture the scheduling of multiple simulation experiences, ensuring appropriate time and supply allocation, and identifying and mitigating scheduling conflicts. (For reference, in 2025, the Simulation Center supported over 9300 unique student uses that spanned over 14 different nursing specialties.)
• Manages marketing, registration and posting of event information to both internal and external partners in collaboration with VUSN Communication Team.
• Assists with simulation activities as necessary under the direction of the Director of the Simulation Center.
Financial Responsibilities
• Maintain One Card, including Oracle expense reports, and act as delegate for the Director of Simulation
• Processes timely payment of receipts
• Act as procurement requester for the simulation lab
• Initiates and follows up on orders for supplies and equipment, and coordinates shipments and deliveries while managing the budget aspects of the purchase process with the Director of the Simulation, the Senior Budget Accounting Analyst, and Financial Unit Manager.
• Communicate regularly with vendors regarding receipt of supplies/equipment and address any discrepancies with orders.
• Coordinates the regular maintenance and repair of all simulation equipment by maintaining a calendar of scheduled repair and maintenance schedules.
• Maintains copies of equipment warranties.
• Coordinates the Simulation Center staffing schedule in collaboration with the Director of Simulation.
• Collaborates with Simulation Center staff to track and optimize supply utilization.
• Performs other job-related duties as assigned by the Director of Simulation.
Education and Certifications:
• Bachelor’s degree from an accredited institution of higher education is required.
• Experience with simulation is preferred.
Experience and Skills:
• Proficient computer skills and demonstrated experience with Microsoft Office software (Word, Excel, PowerPoint, SharePoint, Teams, OneDrive), video conferencing software (Teams, Zoom) and email (Outlook) applications required.
• Experience with Tableau preferred.
• Demonstrated success in following through and completing routine tasks.
• Budget management and procurement.
• Strong organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills to interact with and work effectively with community partners, staff, and vendors in a positive, helpful, and cooperative manner to foster working relationships.
• Ability to prioritize and multi-task.
Desired Qualifications:
• Ability to proactively and professionally develop, document, and communicate administrative processes.
• Organizational and time management skills to keep materials in order, track various projects, maintain files, and follow through assignments to completion.
• Ability to create and manage complex schedules, event coordination.
Supervisory Relationships:
• This position does not have supervisory responsibilities.