GENERAL SUMMARY/ OVERVIEW STATEMENT:

Reporting to the Executive Director of Learning and Development and working under the day-to-day oversight of the Project Coordinator, this position will provide administrative support as well as help to coordinate and implement projects on key programmatic initiatives for the Nursing & Patient Care Services Learning & Development Department. The individual in this position must display a high degree of initiative, be engaged and able to problem solve, and enjoy a working environment that is high-profile and fast-paced. They must also be extremely detail-oriented, and highly engaged. Finally, the individual must be able to prioritize work within an environment of competing demands, provide administrative support to a diverse group of our workforce, think critically, and problem solve.

PRINCIPAL DUTIES AND RESPONSIBILITIES :

Effectively interacts with and provides exceptional customer service to all levels of management and staff.

Provides administrative support and calendar management to the Executive Director of Learning and Development.

Assists with the effective management of the office daily operations. Extends support to Nurse Directors within the division and beyond when possible.

Supports orienting new employees, students, interns, and fellows to the department.

Acts as a resource for the Learning and Development team.

Plan, prepare and organize meetings. Creates meeting agendas, record meeting minutes and follow up with team members as needed. Supports meetings within the division and departmentally.

Coordinates, types, proofreads and edits letters, memos, meeting minutes, reports, correspondence, proposals and reports at the highest level of proficiency and accuracy.

Prepares summary communication materials for leadership and stakeholder presentations as requested.

Provides support and acts as a resource for technology support for nurse leaders. Acts as a resource and shares knowledge to increase efficiency with use of Microsoft Office Suite, OneDrive, Zoom, and other desktop- and cloud-based applications.

Provides assistance with the organization of meetings (face-to-face and virtual) of project teams, and assists with logistics of occasional workshops and conferences organized by the Norman Knight Nursing Center. This includes scheduling, reminders, logistics as needed (e.g. catering for extended meetings), preparation of handouts, note-taking, and preparation of meeting minutes. For workshops and conferences, this includes coordination of catering, hotel arrangements, conference rooms, AV, registration, nametags, etc.

Provides support for the development of materials for distribution within the department such as interactive brochures and flyers.

Provides support and acts as a resource for nurse leaders for data collection and processing.

Participates in special departmental projects and initiatives as directed.

Tracks and submits expense reimbursements/check requests for and other budget items related to department and/or departmental programs. Processes and records program dues, payments and credit assessment requests.

Prepares documents, presentation materials, and grant proposals, including but not limited to meeting minutes, graphics, and slides as requested.

Provides support, coordination and reimbursement assistance to the Executive Director and department staff for conference attendance.

Responsible for verifying accuracy of and paying bills; keeps budget records for the department.

Collaborates directly with PCS payroll lead, payroll, and other inpatient departments to assure accuracy in payroll.

Performs general clerical duties including ordering office supplies, photocopying, faxing, filing, and other general office duties as needed.

Participates in preparation, development and maintenance of departmental program brochures, orientation documents, display monitors, and other materials.

Performs other duties or special projects as assigned.

SKILLS & COMPETENCIES REQUIRED:

Flexible, highly organized and thoughtful, in a fast paced, dynamic, and complex teaching hospital environment.

Demonstrated strong written and verbal communication skills.

Strong judgment and prioritization skills - must be able to handle confidential information and multi-task across projects.

Excellent interpersonal skills and customer service skills.

Ability to work effectively with all levels of leadership and staff.

Effective analytical and creative problem solver, which will support sound decision-making.

Excellent computer skills, including Microsoft Office suite software (Word, Excel, PowerPoint, Access, Outlook, Teams) and various software programs.

Excellent attention to detail.

Ability to work independently.

Ability to work well under pressure.

Must be willing to contribute to and foster a team player culture.

A can-do, questioning, and clarifying mindset.

LICENSES, CERTIFICATIONS, and/or REGISTRATIONS:

High school diploma, GED or equivalent required.

EXPERIENCE:

Minimum of 5-7years of general office work experience

WORKING CONDITIONS:

Standard office conditions. May include area with direct patient care activity and/or shared office setting.

May require manipulation of common office objects and materials