Simulated Participant Program Manager

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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.

Principal Responsibilities 1.

Oversees the advancement and growth of the program.

Gives direction and leadership supporting the philosophy, mission, strategy, and annual goals and objectives.

Assumes primary accountability for disseminating and publishing all program information to create public awareness and support of the program.

2.

Works closely with leadership, internal and external colleagues, and community residents to further develop and implement strategic plans.

3.

Identifies, solicits, and cultivates community partnerships and collaborations to assist in the development and growth of the program.

Develops the metrics to identify and measure the success of the program.

Responsible for measurements of grant success and related evaluation.

4.

Assists in identifying and evaluating potential future funding sources, and contributes to the submission of grants and contracts supporting the program, including the annual submission and writing of all content areas and budgetary sections of grant applications.

Develops and manages the program's operating budget.

5.

Develops the administrative infrastructure of the program.

Manages human resource and administrative functions of the program, including staffing and hiring, supervision, performance development, counseling and discipline, if warranted.

Oversees and manages information systems, facilities, and space needs.

6.

Investigates, identifies, implements, and oversees the maintenance of systems to gather, track, and report information to support the initiatives of the program.

Tracks all program activities and regularly informs leadership of progress on each initiative.

Recommends structural or programmatic adjustments, changes or additions based on full knowledge of missions, goals, and objectives.

7.

Initiates, designs, and manages the compilation of program communications; identifying outreach potential, and promoting philanthropic and collaborative support of the program.

Contributes to the development and assists in the management of content on the program's website and monitors all changes and additions to the editorial content.

8.

Performs other duties as assigned.

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.

Job Posting Date 03/13/2026 Job Category Professional Bargaining Unit NON Compensation Grade Administration & Operations Compensation Grade Profile Manager; Program Leader (24) Salary Range $68,000.00 - $120,500.00 Time Type Full time Duration Type Staff Work Model On-site Background Check Requirements All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements.

All offers are contingent upon the successful completion of the background check.

For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

Health Requirements Certain positions have associated health requirements based on specific job responsibilities.

These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer Salary offers are determined by a candidate's qualifications, experience, skills, and education in relation to the position requirements, along with the role's grade profile and current internal and external market conditions.

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the position.

Employees will be assigned specific job-related duties through their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives.

In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual's sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA). Note Yale University is a tobacco-free campus.