Pastoral Care​/Cardiovascular Administrative Associate

Overview

The Administrative Associate provides administrative support to the Director of Pastoral Care, Director of Cardiovascular Services, Clinical Pastoral Education (CPE) Program Manager, and the Pastoral Care and Education Department. The position also assists in maintaining the ACPE‑accredited program, supports operational processes, and acts as liaison with internal and external customers. The Associate demonstrates excellent customer service, aligning with Covenant Health Care’s Vision, Mission, Values, and commitment to Extraordinary Care for Every Generation.

• Prioritizes and balances competing requests between the department, the CPE Program Manager, and the Director.
• Schedules interviews for resident candidates, distributes interview materials to the interview panel, and plans itineraries for candidates.
• Assists the CPE Program Manager with new student orientation, including required paperwork, distribution of keys, and set‑up of various technology components (door access, Epic Haiku secure chat, SharePoint); creates, distributes, receives, and collates Teams form information for CPE students.
• Maintains CPE student files, keeps the accreditation portfolio up to date (student contact information for CPE surveys), assists with CPE applications, recruitment, and advertisement; updates the student handbook as needed.
• Prepares check requests for department and CPE Program expenses, keeps records and receipts on file, and receives and deposits student fees.
• Facilitates smooth operation of the department, including appointment schedules, meetings, and activities for staff, CPE students, duty chaplains, Eucharistic ministers, and office volunteers.
• Ensures sympathy cards are mailed timely and records bi‑weekly statistics for the Managing for Daily Improvement (MDI) report.
• Coordinates Covenant burial services (for miscarriages) with chaplains, including invitation letters, RSVPs, name cards, bulletins, wind chimes, and perinatal loss kits.
• Acts as liaison for pastoral referrals from nurses, pastors/community churches, patients, and family members, contacting the appropriate chaplain for follow‑through.
• Coordinates department coverage, including monthly schedules in Work Force Management (WFM) and Excel, backup chaplains’ schedules in Word, and maintains Paid Time Off, Earned Sick Time, attendance, and tardy records; enters shifts in WFM and monitors the system for discrepancies.
• Provides primary support for the Director, CPE Program Manager, staff, students, and duty chaplains by answering phones, greeting visitors, assisting with problem solving, and overseeing ordering and distribution of department supplies.
• Contacts an ethics committee member when an ethics consult is requested.
• Schedules department, Ethics Committee, Pastoral Education Consultation Committee (PECC), and Pastoral Care Committee meetings; prepares agendas, sends invitations, attends, takes and types minutes; prepares for PECC meetings; plans resident and intern graduations.
• Types memos, letters, minutes, and other professional documents, including evaluations for the Director and CPE Program Manager; may type peer reviews for annual appraisals as requested.
• Assists with preparation of department activities such as Ash Wednesday, Good Friday services, Pastoral Care Week, the Blessing of the Hands, and graduations; purchases required supplies, prepares flyers, creates materials, coordinates sign‑up sheets, and works with catering and vendors.
• Represents Covenant Health Care Department of Pastoral Care and Education in person, by phone, and/or email; builds relationships with staff chaplains, duty chaplains, students, Eucharistic ministers, office volunteers, local churches, and committee members.
• Administers N95 fit tests for all Department of Pastoral Care and Education members (except exempt or weekend shift personnel).
• Other duties as assigned.

• Responds to incoming telephone calls.
• Schedules in‑house and off‑site meetings, events, and seminars; ensures all necessary arrangements are made, records meeting minutes, and helps prepare and distribute meeting materials.
• Maintains…