Job description
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Job Objective: A brief overview of the position.
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The position will be responsible for the coordination of projects and providing administrative support to the Senior Director of Professional Development and other leaders/ staff in the Center for Professional Development to ensure the effective and efficient operations
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Reports to
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Senior Director of Professional Development
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Supervises
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N/A
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Ages of Patients
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N/A
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Blood Borne Pathogens
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Minimal/ No Potential
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Qualifications
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Required: High School Diploma
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Preferred: Associates Degree or higher; Project management training and/ or certification
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Preferred: Project management certification
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Required: Five (5) years of experience in administrative/support capacity in business or healthcare
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Preferred: Experience with scheduling/coordinating multiple complex projects
EducationLicensure/CertificationExperience -
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Essential Responsibilities
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Demonstrates compliance with EH Code of Conduct and compliance policies; takes appropriate action to resolve compliance issues and reports suspected violations.
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Interacts in a professional manner, in all situations, with all health system leaders, team members, board members, community leaders, physicians, department directors, employees, patients, vendors, contractors, etc. while maintaining strict confidentiality and exercising discretion.
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Efficiently and pleasantly deals with unusual situations; maintains ability to exercise good judgment; demonstrates professionalism and continual personal growth.
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Efficiently manages, prioritizes and maintains schedules for multiple leaders/ team members by planning, arranging and scheduling meetings, video conferences, teleconference, events, retreats, travel, etc. and ensuring space availability, catering services and necessary equipment is arranged.
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Reads, researches, and routes correspondence; drafts letters and documents; prepares requested reports by collecting and analyzing information, and initiating communications.
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Provides administrative and office support, including handling telephone calls, responding to inquiries, distributing mail, maintaining filing systems and contact data bases, maintaining appointment calendars, coordinating meetings and preparing appropriate materials including but not limited to agendas and minutes.
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Prepares and processes all documentation including but not limited to capital equipment requisitions, purchase orders, check requests, invoices for timely payment. Compile data from project managers to prepare and enter all capital projects into StrataJazz for budget approval; work in conjunction with accounting to manage accounts and payments.
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Assists in the coordination of staff schedules, as directed.
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Prepares and processes invoices, check requests, expense reports and other bills, keeping accurate and up to date records. Ability to negotiate with vendors, conduct basic financial analysis and calculations.
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Maintains supplies for office, copy room, conference rooms, and other spaces as directed. Checks stock to determine inventory levels proactively, and places/expedites orders as needed; verifies receipt of supplies.
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Provides technical assistance whenever necessary before and during video conferencing, presentation and make necessary arrangements for additional assistance if needed from technical support.
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Ensures operation of all office equipment and electronic devices; follows trouble shooting instructions, calls for repairs, creates work order requests.
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Maintains schedule for use of the Administration/ Education Conference Rooms.
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Provides project coordination and administrative support to the American Heart Association (AHA) Training Center Coordinator and Resuscitation Quality Improvement (RQI) Administrator, including but not limited to AHA documentation, quarterly completion reports, supply ordering, license maintenance, class/ faculty scheduling and coordination.
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Collects credit card registration fees for applicable programs.
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Supports department and organization leaders during any accreditation, licensing or regulatory site visits.
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Supports all onboarding and educational curriculum program needs, including requesting IS access and other delegated duties.
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Updates quarterly nursing orientation calendar and maintains/ updates IkeNet Department web content quarterly.
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Provides project coordination and administrative support for all healthcare programs and their student clinical rotation requests through Castle Branch or other student management software.
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Provides project coordination and administrative support for maintaining affiliation agreement legal contracts and maintains a master schedule of all student rotations for the organization, updating semi-annually and as needed.
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Serves as receptionist for visitors/callers to the Center for Professional Development.
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Designs and produces flyers, registration forms, and other educational media as needed.
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Prepares agendas, minutes, reports, tests, tables, orientation checklists, letters, handouts and miscellaneous presentations/ projects as needed.
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Performs other duties as assigned.
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Location: Eisenhower Health ยท Nursing Education
Schedule: Full Time, Day, 8 Hour Shift
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