Job Summary

Under the supervision of the Director of Clinical Simulation, the Innovative Learning Center (ILC) Operations Coordinator is responsible for daily operations of the Innovative Learning Center and supporting the functions of the Innovative Learning Center.

Duties and Responsibilities

This job description does not state or imply that these are the only duties to be performed by the employee occupying this position. Duties and responsibilities listed are essential job functions and exclude functions which are incidental to the performance of fundamental job duties.

• Assist WCUCOM and WCU in the implementation of their respective Mission Statements, Statement of Purpose, Institutional Plan, and Financial Plans.
• Fully support the mission of William Carey University
• Research/Explore new innovative ideas and equipment to enhance skill and simulation education provided by the ILC.
• Oversee and monitor expenditure and report trends of utilization of clinical supplies and equipment.
• Point person for maintenance, mailing, shipping, supplies, equipment needs, and invoices.
• Assist Director of Clinical Simulation and other departmental leaders to develop and plan simulation/lab activities.
• Serves as a liaison between the center and outside agencies to schedule and coordinate usage of the Innovative Learning Center.
• Facilitate and assist with set up and breakdown of activities as needed.
• Provide support and assistance with simulation activities as requested.
• Orient new employees to the ILC, policy and procedures, and the simulation center.
• Work with the director to establish and maintain a policy and procedure for the center, equipment, personnel, office operations and reporting.
• Works with director in accreditation standards and certification.
• Document and track student, faculty, and course lab utilization
• Track ILC purchases and assist with planning of new annual budget.
• Responsible for signing in all students for all Thomas building activities (also COM building if ILC Coordinator not available)
• Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved, and that clerical functions are properly performed and monitored related to the Innovative Learning Center.
• Responsible for ensuring the ILC financial objectives (with assistance from the Director of Innovative Learning Center) are met by preparing annual budget for the office, planning the expenditures, analyzing variances, and carrying out necessary corrections that may arise.
• Works with WCUCOM Director of Operations with processing purchase orders, check requests, and mileage reports.
• Coordinate schedules, appointments, and bookings
• Coordinate with IT department on all office equipment as needed.
• Provide general support to visitors in addition to handling all customer inquiries and complaints.
• Manage director's schedules, calendars, and appointments.
• Ensure that results are measured against accreditation standards, while making necessary changes along the way with approval from the Director.
• Assign and monitor clerical, administrative, and secretarial responsibilities and tasks among office staff.
• Responsible for recruiting staff for the office and providing orientation and training for new office employees.
• Supervises ILC Coordinator and Ultrasound Coordinator staff
• Responsible for learning and maintaining technical and professional knowledge by attending educational workshops, joining professional associations, building networks with fellow professionals, and reviewing of simulation/office/medical publications.
• Design, implement, and maintain filing systems.
• Establish and monitor procedures for data collection for accreditation.
• Ensure security, integrity, and confidentiality of data.
• Analyze and monitor internal processes and provide recommendations for improvement.
• Implement procedural and policy changes to improve operational efficiency.
• Prepare operational reports and schedules to ensure efficiency.
• Maintain a safe, secure, and pleasant work environment.
• Assist with various functions of the College of Osteopathic Medicine
• Attend university events when staff participation is expected.
• Serve on key WCUCOM committees as assigned.

Physical Demands

• Must possess mobility to work in a standard office setting, and to use standard office equipment.
• Must have vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone.
• Must have the ability to sit or stand for extended periods of time.
• Must have strength and agility to move files, paper boxes, and minor office equipment.
• Must have the ability to lift and carry 25 pounds.
• Must be able to maintain office hours and perform duties in an on-campus setting.

Required Application Documents

Please upload the following documents with your application:

• Resume and/or Vitae
• Cover Letter

Required Qualifications

Education:

• Associate degree and/or 5 plus years of secretarial/supervisory experience; or five plus years’ experience in a clinical simulation department, or certification

Experience:

• Must have prior experience and familiarity with Microsoft Office Professional software.
• Must have experience proof reading and editing.
• Must be punctual and able to work required hours.

• Must have excellent interpersonal and organizational skills.
• Knowledge of clerical practices and procedures
• Knowledge of business and management principles
• Must have the ability to work independently, complete multiple assignments, meet deadlines, exercise good judgement, demonstrate tactfulness and discretion, and maintain confidentiality.
• Must have excellent verbal and written communication skills.
• Must have the ability to solve problems effectively.
• Must be a team player.
• Any other duties assigned by the President of the University or Dean, College of Osteopathic Medicine