Administrative Assistant - Education and Professional Development

Administrative Assistant
- Education & 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.

• 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.

• 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 escalates 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.

• 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.
• Addresses 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.

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

• 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…