Standardized Patient Coordinator

The Standardized Participant (SP) Coordinator, Adjunct supports the planning, coordination, and delivery of the Health Sciences Simulation Center’s SP Program. The position serves to coordinate SP recruitment, onboarding, scheduling, case preparation, training logistics, event-day readiness, communication, documentation, and follow-up. Working closely with HSSC leadership, simulation staff, faculty, and standardized participants, the coordinator helps ensure SP encounters are organized, consistent, respectful, safe, and aligned with approved learning and assessment objectives.

This is a part-time, adjunct, position averaging 15 to 20 hours per week, with the schedule varying based on SP program needs and scheduled simulation activities.

• Coordinate SP requests, scheduling, assignments, confirmations, changes, and cancellations, and backup coverage in collaboration with faculty and HSSC staff.
• Maintain the SP program calendar and communicate timelines, arrival expectations, training dates, room assignments, schedules and event details.
• Track SP availability and identify SP coverage needs, including understudy or backup coverage when appropriate.
• Coordinate SP activities within HSSC scheduling processes and elevate feasibility, capacity, or timing concerns to HSSC leadership.

• Support recruitment and maintenance of a diverse and dependable pool of standardized participants.
• Coordinate onboarding materials, required forms, orientation, consent documentation, and program communications.
• Communicate onboarding, onboarding delays, incomplete requirements, or other concerns that may affect an SP’s assignment to HSSC leadership.
• Serve as the routine point of contact for SP questions and provide timely, professional communication before and after assignments.
• Maintain current SP profiles, availability, contact preferences, relevant experience, and assignment history using approved systems.
• Provide SPs with sufficient information about role expectations, sensitive content, physical contact, environmental conditions, and applicable boundaries before confirming an assignment.

• Review submitted case materials for SP usability, logistical readiness, role clarity, boundaries, timing, and standardization needs.
• Coordinate distribution of approved case materials (coordinate w/ HSSC staff and SP Educator) and schedule case-specific training, rehearsal, calibration, or pilot activities as needed.
• Partner with faculty and simulation staff (SEALS & SP Educator) to clarify portrayal expectations, allowable improvisation, feedback methods, assessment tools, stop criteria, and sensitive-content considerations.
• Support consistent SP performance through structured preparation, readiness checks, coaching, and collection of program feedback.
• Maintain records of SP orientation, case-specific training, rehearsal, readiness checks, refresher training, and required follow-up.
• Document case-material updates provided by faculty or the SP Educator, training completion, operational concerns, and required follow-up using approved processes.

• Coordinate SP check-in, room assignments, schedules, timekeeping, breaks, materials, supplies & technology readiness, and communication during SP-based activities.
• Confirm that approved case versions, learner instructions, assessment tools, supplies, and consent requirements are in place before encounters begin.
• Monitor event flow and communicate schedule changes, participant concerns, safety issues, or case deviations to appropriate HSSC personnel.
• Reinforce approved expectations related to professionalism, confidentiality, physical contact, SP boundaries, psychological safety, and procedures for unexpected learner behavior.
• Coordinate operational adjustments and backup coverage when an SP is absent or an event schedule changes.
• Support post-event check-out, collection of materials, completion of records, and follow-up with SPs and faculty.

• Maintain organized records for SP requests, assignments, onboarding, training, case materials, attendance, program activity, and follow-up.
• Support timekeeping, payment, or compensation documentation by collecting and routing accurate information through established university processes.
• Assist with program data collection, utilization…