The Administrative Coordinator-Clinical Education delivers administrative and technical support along with program coordination within the HopeHealth Clinical Education department.
The person in this role serves as the primary administrative resource for clinical education activities including coordination of training schedules, student experiences, data tracking and reports, maintaining expertise with education center equipment, room scheduling.
The position provides support to assure effective, efficient, and high-quality education, training and clinical practice.
Timely, responsive, customer-focused service to all leaders, staff, students, and clinically oriented faculty engaging with HopeHealth are key communication activities of this position.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The Education Administrative Assistant is a liaison between the Education department, learners (HopeHealth staff in Hospice, Palliative Care, and Visiting Nurse, students, new hires) leaders (clinical managers, department directors) other internal HopeHealth departments and external partners (Schools/Universities) for education activities and programs, supporting all with timely, clear, professional communication (written and verbal) to ensure optimal experience.
Provides first line customer service by responding to internal and external inquiries in an accurate, timely and professional manner.
Provides information directly or routes calls/emails to appropriate department personnel.
Maintains calendars and schedules for educational programs, training locations and materials.
Communicates with leaders and learners regarding the scheduling of educational programs (confirmations, reschedules when needed).
Facilitates use of Learning Management System (aka RELIAS).
Enters data, manages hierarchies and conducts data base maintenance to assure current and complete data.
Runs standard reports as requested or scheduled by Education Department and other department leaders.
Responsible for organization and maintenance of Education Department equipment and supplies (task trainers, mannequins, pumps, and disposable training supplies).
Develops expertise with educational equipment and electronic systems (video capture, projector, remote communication systems).
As directed by Education Department leaders, prepares educational files, learner materials, and teaching tools (electronic and paper when needed).
Communicates all pertinent learner/educator information to appropriate team members in timely manner.
Types, files, scans as needed to support team and site activities (student placements, staff education files, regulatory training tracking as needed).
Accountable for accuracy, completeness and current content of education files of new hires, ongoing and terminated staff.
Participates in establishment, review and maintenance of patient education material management processes.
Works collaboratively with HopeHealth departments to ensure department needs and requirements are achieved.
Collects and compiles a variety of statistical metrics related to HopeHealth educational quality and service delivery outcomes (learner competencies, trainer competencies, course evaluations, onboarding outcomes).
Participates in QI activities which support the department, customer service and process improvement goals.
Consistently apply the HopeHealth values in all aspects of work, complying with established HopeHealth mission, policies, procedures and objectives in quality assurance, safety, environment, infection control and HIPAA compliance.
Other duties as requested.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
The requirements listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions.
Excellent organizational and customer service skills, with ability to work independently with good judgment, consistent follow-up, and a high-level accuracy.
Strong oral and written communication skills.
Excellent interpersonal skills, including tact and diplomacy with the ability to ensure that a high level of customer service is provided.
Intermediate knowledge of computer operating system and software skills including Windows, Explorer, Word, Outlook, and Excel.
Demonstrated ability to organize workload priorities, manage multiple projects simultaneously, be flexible in responding to unexpected job demands, while meeting deadlines and following-up on assignments in an accurate and timely fashion.
Ability to work with multiple levels of the organization including management and staff in other functional areas, as well as with external customers including schools, faculty/students.
Ability and willingness to work in multiple locations.
EDUCATION and/or EXPERIENCE
High school diploma plus additional specialized training.
Associate’s degree or graduate of coursework denoting competency in report writing, educational material preparation including clinical simulation preferred.
Two years related experience and/or training; or equivalent combination of education and experience.
CERTIFICATES, LICENSE, REGISTRATIONS
Valid driver’s license with an automobile that is insured in accordance with state and/or organization requirements and is in good working order.
Ability to read and comprehend instructions, correspondence, and memos.
Ability to present information effectively to varying levels of staff and management including support and professional staff.
Multilingual verbal and written skills preferred.
Ability to work with mathematical concepts such as probability and statistical inference.
Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
Ability to evaluate situations according to established standards and policies.
In addition, ability to define problems, collect data, establish facts and draw valid conclusions.
Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
Must be able to use computers proficiently.
Significant experience with data base input and report running is required.
Knowledge of Excel (or similar spreadsheet) and Microsoft Word (or similar word-processing software) is required.
Knowledge and working ability with RELIAS or other Learning Management System desirable.
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk and hear.
The employee is occasionally required to stand; walk; and stoop, kneel, crouch, or crawl.
The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 20 pounds, and occasionally lift and/or move up to 40 pounds.
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
While performing the duties of this job, the employee is occasionally exposed to risk of electrical shock.
Employee understands and accepts possibility of exposure to environmental elements, internal and external, such as infectious disease, blood borne pathogens, and chemicals and/or chemical fumes, and adverse effects of inclement weather that may occur.
INFORMATION SERVICES SECURITY
Access codes and security levels are assigned to an individual employee for specific software utilization pertinent to job responsibilities.
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