Job Summary
The Educational Services Department Secretary is responsible for performing secretarial duties, including managing communications, maintaining records, and providing administrative support to the Education Department. This role involves assisting employees, visitors, and others as needed; while contributing to a harmonious work atmosphere. Additionally, the Educational Services Secretary plays a key role in coordinating training programs, scheduling classes, preparing instructional materials, and managing the Learning Management System (LMS)
Duties
Maintains employee records to document class attendance, continuing education, and required training.
- Manages telephone communications, including answering calls, taking messages, routing inquiries and making outgoing calls.
- Prepares correspondence, reports, and other materials.
- Collects sorts and distributes mail.
- Updates and maintains current mailing lists.
- Registers participants for education programs.
- Provides LMS support for HealthStream users.
- Schedules training for new hires, rehires, contracted employees and interns; communicating requirements to supervisors.
- Coordinates class schedules, including booking, cancellations, and updating student rosters.
- Notifies department managers about upcoming or overdue employee education and training.
- Maintains monthly Education calendars.
- Manages conference room scheduling and coordinates requests, including room setups, telecommunications, maps, and equipment.
- Assigns eCards.
- Prepares and organizes handouts and other instructional materials as needed.
- Maintains instructor and student records for AHA; and sends student rosters to AHA.
- Prepares and disseminates Educational materials, including brochures, posters, and walkthroughs.
- Handles payments and/or deposits for attendance, class materials, refunds, and sales using Global Pay; effectively maintaining accurate revenue reports.
- Submits requisitions and non-stock purchase orders using ENVI.
- Creates and manages HealthStream assignments, including individual and group assignments, learning events, and job titles.
- Creates, reviews, and publishes courses and/or curriculums.
- Tracks employee exemptions, rehire requirements, and transfer-related training.
- Other duties as assigned.
Qualifications
- High School Diploma or Equivalent.
- Typing and word processing proficiency.
- Proficiency in Microsoft Office (Outlook, Word, Excel), and related software.
- Ability to operate a multi-line telephone, computer, printer, photocopier and other equipment as needed.
- Proficiency in letter writing, spelling, grammar, punctuation and report formatting.
- Ability to speak clearly and concisely.
- Ability to interact professionally and courteously with patients, families, physicians, co-workers and community agencies.
- Ability to maintain confidentiality.
- Ability to organize and prioritize multiple tasks.
- Medical Terminology preferred.
- Attention to detail and ability to maintain accurate records.
- Experience in administrative support, customer service, or education coordination preferred.
Organizational Expectations
- Provides a positive and professional representation of the organization
- Promotes culture of safety for patients and employees through proper identification, reporting, documentation, and prevention
- Maintains hospital standards for a clean and quiet patient environment to maintain a positive patient care experience
- Adheres to infection-control policies and protocols
- Participates in ongoing quality improvement activities
- Maintains compliance with organization’s policies, as well as established practices, protocols, and procedures of the position, department, and applicable professional standards
- Complies with organizational and regulatory policies for handling confidential patient information
- Demonstrates excellent customer service through his/her attitude and actions, consistent with the standards contained in the Vision, Mission, and Values of the organization
- Adheres to professional standards, hospital policies and procedures, federal, state, and local requirements
