POSITION SUMMARY
This position provides administrative support to the Staff Development Department. Duties comprise of serving as a liaison between department managers and their staff in matters regarding staff development education, onboarding initiatives, bi-weekly new employee orientation and work with the human resources division to scheduling meetings, and addressing personnel actions and or matters that require the Lead Clinical Educator and/or designee approval. Ensures daily operations and activities are addressed through effective communication and organization. The incumbent is also the Training Center Coordinator for American Heart Association working closely with the Lead Clinical Educator, Human Resources department who will also be American Heart Association Faculty.
ESSENTIAL FUNCTIONS:
- Works independently, or with minimal direction, in performing office duties in a responsible and confidential matter.
- Utilizes detailed knowledge of Staff Development and Education procedures in the preparation of correspondences, action documents, reports, policies and procedures.
- Ability to be flexible and coachable in learning new processes, adjusting to change which includes taking direction from the Lead Clinical Educator and Chief Human Resources Officer. Will uphold the mission and vision of TCRHCC and abide by its policies and procedures.
- Responsible for taking appropriate authorized action to ensure that matters requiring the Lead Clinical Educator are referred to and handle; accordingly, through managing calendars and schedules.
- Assures Staff Development staff is kept informed on matters relative to the clearance of memos, past practices with respect to various reports, the general nature, and history of miscellaneous recurring items and the sources where quick explanations can be obtained.
- Facilitates and coordinates bi-weekly new employee orientation in the absence of a Clinical Educator.
- Responsible for tracking department budgets and expenditures and processing invoices, payments and travel requests.
- Participates in project management duties as assigned by the Lead Clinical educator including collecting information from managers/supervisors. Tracks projects and monitors the progress of projects that affect the strategic initiatives and goals involving the Staff Development Department.
- Ensures department correspondences are timely, maintaining firm control of action documents and time-sensitive correspondences: performing following up as necessary to ensure timely action in accordance with established requirements and deadlines.
- Maintains and submits reports, rosters, and records for all courses conducted by training site or other training sites. (American Heart Association and Emergency Nurses Association courses).
- Ensures appropriate training cards and payments are sent to training sites within required timeframe.
- Coordinate proper forms are completed and submitted for the staff to obtain their CEU/Certified Medical education certifications in a timely manner.
- Coordinate CEU application for various Staff Development programs.
- Advertise, plan, coordinate, and implement training classes to include getting instructors, equipment, room and appropriate payment.
- Process through Workplace software all acquisitions for required educational materials to meet the department’s needs.
- Fosters and maintains a positive relationship with all employees and management of TCRHCC to assure education and nurse recruitment goals are met.
- Maintains excellent understanding of TCRHCC Policies and Procedures and explains such policies effectively as needed.
- Provides department support using independent judgment to accomplish duties and meet customer needs in a timely manner.
- Serves as the primary point of contact for Workplace database entries.
- Assists with compilation of data needed to set up annual budget.
- Assists in the monitoring of budget projections to ensure that funds are available and that the department stays within its budget during the fiscal year.
- Assesses accuracy of all obligating documents such as travel orders, travel vouchers, requisitions, purchase orders, training requests, and requests for personnel actions,
- Maintains a tracking system to ensure all supplies, services or equipment ordered are received and ensures follow-up on orders including, inventory of all received goods, supplies, services, and equipment to obtain an accurate account.
- Based on knowledge of plans and prior commitments, appointments, schedules, assures necessary materials are assembled for meetings, conferences, or other gathering. Guarantees minutes or reports of such gatherings are current and accurate.
- Assists Staff Development staff in coordination of student nurse record keeping. Assures all facility competencies are completed and current.
- Works with the Human Resources Division to ensure the bi-weekly new employee orientation processes are complete for new employees, contractors, students, residents and providers.
- Performs other related duties as assigned
MENTAL AND PHYSICAL EFFORT
The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
Physical:
Position requires an individual with enthusiasm that can maintain a business week schedule to meet the requirements of this position. Work is at a computer station with prolong periods of sitting; talking or hearing; or, use hands to finger, handle, or feel in entering a high volume of patient data daily. Intermittent walking; standing; stooping, kneeling, crouching, or crawling; bending; pushing/pulling; and, reaching with hands and arms. Must be capable of lifting up to 25 pounds of office files to assist with upkeep of general office area and filling room. Must be able to hear client calls; instructions from physician/department staff; and, overhead pages or announcements on a loudspeaker. Must have close; distance; color; depth perception; and, peripheral vision. Must be able to adjust focus as needed. Prolonged and frequent repetitive motion actions of both hands with frequent need to grasping: simple/light; and, occasionally grasping: firm/heavy; fine dexterity.
Mental:
Incumbent must be able to prioritize and use good judgment in accordance with established instructions, priorities, policies, commitments and program goals of the supervisor and accepted practices. Must be able to coordinate a variety of issues with high level of interruptions. This position requires the ability to proficient read, write, and comprehend.
Environmental:
This position typically works in an environmentally controlled indoor workspace. There is occasional exposure to working near moving mechanical parts. The expected noise level is quiet.
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NECESSARY QUALIFICATIONS
Education:
- High School Diploma or GED
Experience:
- Must have two (2) years of experience providing executive administrative duties support in healthcare organization.
- Must have two (2) years of experience in a fast-paced office setting with emphasis on education for professional, leadership, technical, and entry-level positions.
Technical Skills:
- Advanced working knowledge of Microsoft Office: Excel, Word, PowerPoint, and Outlook. Spreadsheet manipulation
- Competent in use of computer graphics, letter designs, etc. for monthly newsletter (is a newsletter created?)
- Knowledge of local cultures and culturally sensitive customer service is essential
Other Skills and Abilities:
A record of satisfactory performance in all prior and current employment as evidenced by positive employment references from previous and current employers. All employment references must address and indicate success in each one of the following areas:
- Positive working relationships with others
- Excellent verbal and written communication skills
- Possession of high ethical standards and no history of complaints
- Reliable and dependable; reports to work as scheduled without excessive absences
- Ability to provide guidance and leadership to others
- Ability to successfully plan, coordinates and implements multiple programs and projects, and follows each to completion
- Knowledge in budget management
- Team player in relationships with office staff and community members
- Demonstrated ability to generate reports, and coordination and management of multiple projects
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