Administrative Assistant - Education and Professional Development - Full time

Pay Rate Type

Hourly

Salary Range (Depending on Experience)

$22.06 - $34.19

POSITION SUMMARY

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 eliminate 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.

This role is responsible for documentation management and record maintenance. Monitoring of education compliance, completion tracking, and performance metrics are managed by designated program or operational roles.

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…