Administrative Assistant - Simulation Program

AMARILLO COLLEGE • Amarillo, TX • 1d ago

Summary

At Amarillo College, our mission is:

Transforming our community and economy through learning, innovation, and achievement.

Every team member, regardless of job title or duties, is responsible first and foremost, for assisting students in every way.

This is an exciting time to work for Amarillo College! We are seeking our next

Part-Time Administrative Assistant - Simulation Program

who will be all-in on our mission and who provides critical support to the Amarillo College Healthcare Simulation Center by managing administrative operations and coordinating schedules for all simulation-based education activities. This role ensures smooth, efficient, and accurate scheduling of clinical skills sessions, high-fidelity simulation scenarios, standardized patient experiences, and other training events. The ideal candidate is detail-oriented, highly organized, adaptable, and skilled at balancing multiple priorities in a fast-paced educational and healthcare training environment.

Qualifications

EDUCATION:

Required:High school diploma or GED.

Preferred: Associates Degree in Business, Healthcare Administration, Education, or a related field.

EXPERIENCE:

Required:Two (2) years of administrative, scheduling, or office support experience, preferably in education, healthcare, or a related field.

Preferred:Three (3) years of administrative or scheduling experience in a healthcare, higher education, or technical training setting. Experience using scheduling or resource management software is strongly preferred.

Job Duties and Responsibilities

Manage and maintain the master schedule for all simulation events, including courses, labs, standardized patient activities, and faculty-led training.

Coordinate scheduling with faculty, instructors, students, and external partners to ensure seamless operations.

Book and reserve simulation spaces, including labs, control rooms, classrooms, and multipurpose areas.

Maintain and update the simulation calendar and scheduling systems/software.

Communicate changes, cancellations, and updates promptly to all stakeholders.

Ensure necessary resources, equipment, manikins, standardized patients, and materials are reserved, prepped, and available for use.

Serve as the first point of contact for inquiries related to the Simulation Center, responding professionally via phone, email, and in person.

Maintain accurate and confidential program records, including rosters, attendance, evaluations, and reports.

Prepare and organizetraining materials, meeting packets, handouts, and documentationin advance of simulation sessions.

Provide onsite administrative support during simulation events, including participant check-in, sign-in management, and logistics support.

Collaborate with the Simulation Team (faculty, specialists, technical staff) to ensure events run smoothly and meet program goals.

Assist with inventory management, restocking, and tracking of supplies and simulation equipment.

Provide clerical support, including meeting preparation, note-taking, and the drafting of reports and correspondence.

Support large-scale simulation events, workshops, or multi-day training activities hosted by the Center.

Identify and resolve scheduling conflicts, escalating issues as appropriate to ensure minimal disruption.

Participate in departmental and team meetingsand contribute to ongoing improvement of scheduling and administrative processes.

Uphold confidentiality, professionalism, and excellent customer service in all interactions.

Perform other work-related duties as required.

As an Amarillo College employee, seek knowledge of and pledge to actively engage in a culture of caring, striving to serve students, peers, and the community by embracing the AC Core Values: Wow, Family, Fun, Innovation, and Yes!

Knowledge, Skills and Abilities

Proficiency in MicrosoftOffice Suite (Word, Excel, Outlook, PowerPoint) and scheduling/resource management software.

Strong organizational and time management skills; ability to handle multiple tasks with competing deadlines.

Exceptional attention to detail with a commitment to accuracy in scheduling and documentation.

Strong written and verbal communication skills for interaction with students, faculty, and external stakeholders.

Ability to work independently with minimal supervision while contributing effectively as a member of a team.

Professionalism in handling confidential information and sensitive program data.

Ability to problem-solve quickly and adapt to last-minute changes in schedules or priorities.

Excellent customer service skills, demonstrating patience, empathy, and professionalism in high-traffic, fast-paced environments.

Salary:Amarillo College follows a lag pay strategy, with starting offers typically between the minimum and midpoint of the pay grade, rarely reaching the maximum to support long-term growth within each position.

Pay grade 6[Amarillo College Pay Grades(salary is determined by Human Resources based on education, work experience and internal comparisons).

Physical Demands:While performing the duties of this job, the employee is frequently required to travel between offices and buildings, and requires the ability to lift, carry, push, pull and/or maneuver office supplies as needed.

Working Conditions:Must be willing to work a flexible schedule (days, nights, weekends, holidays, and varying events if necessary).

Work Environment:This position operates in a professional office environment and simulation lab environment, routinely uses standard office equipment (i.e. computers, phones, copy and fax machines, filing cabinets) and is in a high traffic area with continual interruptions. Software commonly used includes Microsoft Office, Colleague, and various other educational applications. Work may also be performed outside of the office and with little to no supervision. ](https://www.actx.edu/hr/staff-and-administrator-pay-grades){tabindex="0"}

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