Administrative Assistant - Education and Professional Development - Full time

Administrative Assistant - Education and Professional Development - Full Time

The Administrative Assistant for Education & Professional Development provides high-level administrative and coordination support to ensure the efficient operation of departmental functions. This role serves as a central point of coordination for education-related activities, including staff education records, scheduling, communication, and departmental logistics.

The position requires strong organizational capability, attention to detail, and the ability to manage multiple priorities in a fast-paced healthcare environment. The Administrative Assistant supports regulatory readiness, data integrity, and operational efficiency through reliable administrative systems, coordination, and documentation management, while maintaining a primary focus on administrative execution rather than program or operational oversight.

Essential Duties and Responsibilities

Administrative and Operational Support:

• Provides comprehensive administrative support to the Director of Education and PD&E team.
• Coordinates calendars, meetings, and department activities, ensuring alignment across stakeholders.
• Serves as the primary point of contact for the education office, manages incoming calls, emails, and visitors professionally.
• Prepares, formats, and distributes correspondence, reports, presentations, and meeting materials.
• Maintains organized and efficient office workflows and filing systems (electronic and physical).
• Maintains and updates the Education & Professional Development department intranet/webpage to ensure content is current, accurate, and aligned with organizational standards.
• Coordinates updates to education resources, announcements, and materials posted on the department webpage.
• Collaborates with department leaders and subject matter experts to ensure timely posting of relevant information.
• Assists with payroll-related administrative functions, including review and submission of timekeeping records, tracking missed punches, and coordinating follow-up for corrections.
• Supports department leader with payroll documentation and ensures timely submission of payroll-related materials in accordance with organizational deadlines.
• Maintains records related to staff schedules, timekeeping adjustments, and departmental payroll documentation.
• Coordinates communication with Payroll and Human Resources regarding routine payroll inquiries and timekeeping discrepancies.
• Assists with monitoring education department staffing schedules to support accurate payroll processing and operational coverage.

Education Records and Data Management:

• Maintains and manages electronic employee education files to ensure records are complete, organized, and up to date.
• Scans, uploads, and appropriately indexes paper documentation of completed education and training received from hospital departments.
• Ensures all documentation is filed in the correct employee record within designated systems.
• Performs routine audits of electronic files to identify missing, incomplete, or outdated documentation and escalate gaps to appropriate team members.
• Maintains strict confidentiality and compliance with organizational policies related to employee records and documentation.
• Supports document retrieval requests for audits, surveys, and internal reviews by ensuring records are accessible and well-organized.
• Standardizes file naming conventions and document organization to support consistency and ease of access.

Scheduling and Coordination:

• Coordinates room reservations for education sessions, meetings, and department activities.
• Serves as the primary point of contact for securing appropriate space based on group size, technology needs, and session requirements.
• Coordinates room setup requirements, including seating configurations, audiovisual needs, and required materials.
• Liaises with Facilities, IT, and other support departments to ensure rooms are properly prepared and functional prior to scheduled sessions.
• Address and troubleshoots day-of logistical issues related to room setup or scheduling conflicts.
• Maintains a centralized schedule of education spaces to prevent conflicts and optimize utilization.
• Submits catering orders, confirms delivery details (date, time, location), and ensures alignment with scheduled events.

Communication and Stakeholder Support:

• Serves as a liaison between PD&E, nursing leadership, staff, and external partners.
• Provide timely, professional communication and follow-up on requests.
• Supports dissemination of education-related communications, updates, and materials.
• Maintain a high level of customer service in all interactions.

Office and Resource Management:

• Manages office supplies, equipment, and ordering processes.
• Submits purchase requests and tracks orders in alignment with department needs.
• Maintains inventory of educational materials and resources.
• Submits and tracks service/technology requests as needed.
• Maintains a clean, organized, and functional shared office and breakroom environment to support staff and departmental operations.
• Coordinates stocking and replenishment of breakroom supplies, including beverages and basic amenities, ensuring availability for staff and visitors.

Documentation and Meeting Support:

• Prepares agendas, takes meeting minutes, and tracks action items.
• Maintains organized records of meetings and departmental documentation.
• Assists in the development and revision of forms, templates, and administrative documents.

General Hospital Orientation (GHO) Support:

• Prepares and organizes materials for General Hospital Orientation, including printing packets, assembling binders, and ensuring required documents are available.
• Coordinates room reservations and ensure appropriate setup (seating, AV equipment, signage, and supplies) for orientation sessions.
• Ensures orientation spaces are fully prepared prior to session start, including technology readiness and material placement.
• Supports day-of logistics, including room readiness checks and troubleshooting basic setup issues.
• Maintain inventory of orientation materials and coordinate replenishment as needed.
• Ensures a consistent, organized, and professional environment for all orientation sessions.
• Coordinates ordering of uniforms for new hires, ensuring timely processing and alignment with onboarding timelines.

Position Requirements:

A. Education

• High school diploma or GED required.
• Associate's degree or coursework in business administration, healthcare administration, or related field preferred.
• Minimum two (2) years of administrative or clerical experience, preferably in a healthcare or education setting.
• Experience supporting multiple stakeholders in a fast-paced environment.

B. Qualifications/Experience

• Strong organizational and time management skills.
• High level of attention to detail and data accuracy.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Experience with learning management systems or database platforms preferred.
• Ability to manage confidential information with discretion.
• Strong written and verbal communication skills.
• Ability to prioritize, multitask, and adapt to changing needs.
• Customer service oriented with strong interpersonal skills.

C. Mental and Cognitive Traits Required

• Must be able to analyze written, spoken, visual, and other sensory stimuli. Must have ability to analyze written and spoken English. Must be able to cope effectively with stressful situations and time constraints. Must be able to interpret scientific data in a logical and coherent manner. Must be able to logically solve problems. Must be able to follow detailed written and verbal instructions. Must direct and manage others. Must be able to work well with others. Must be able to proactively create the healthcare environment of the future.