Healthcare Education Coordinator

Job Title: Nurse Education & Training Assistant

Hours/Shift/Days: Monday-Friday 8:00 AM – 4:00 PM or 9:00 AM – 5:00 PM (EST)

Expected length: Contract to Hire

Location: NYC, NY 10065

Interview: Virtual

Will provide non-clinical administrative support to the nursing education department in a hospital.

Working independently with minimal supervision, manages all aspects of work related to continuing education programs, the visitors program, as well as administrative support for nursing student affiliations/placements. Relieves Director of routine administrative detail by using discretion, initiative and judgment, and organizing workflow to meet established priorities. Collaborates across the Department of Nursing with other Center disciplines and the greater community of nursing in a professionally consistent manner.

Project Management 50 % TIME:

• Coordinates all aspects of Continuing Education programs and Visitors program: works with conference planning to secure rooms, and appropriate AV equipment and support
• Places ads in professional magazines, prepares flyers and brochures; assures that brochures and other printed materials are mailed in a timely manner.
• Orders promotional items, orders all books (ONS materials for programs), works with caterer and/or food services to establish menu. Orders tablecloths and other rental items for events
• Assure set-up of food for programs, maintain and update online registration and databases, deposits checks, processes honorariums for Speakers.
• Process credit card refunds, books hotel for Speakers
• Prepares all program teaching materials and slide-books
• Prepares NYSNA CEU Provider materials as related to individual programs.
• Maintains all files related to NYSNA Provider Status, contributes to preparation of audits and annual reports.
• Coordinates various aspects of Visitors program; assist with development of visitor schedules, types, formats schedules; prepares invoices, identification materials/badges.
• Deposits checks, follows up with wire transfers, maintain correspondence with visitors to assure required documentation is received.
• Meets and greets visitors and provides campus tours.
• Provides administrative support for Nursing Student affiliations/placements; maintain file of affiliation agreements and insurance certificates.
• Maintains database for all placements, generates reports as needed, works with Nurse Educator (s) assigned to placement to prepare materials needed for student orientation and processing ie. Identification badges, Privacy Training.

Data Management 20% TIME:

• Compiles, summarizes & analyzes data for reports
• Responsible for developing & maintaining databases
• Designs reports to disseminate information throughout department and to other departments
• Maintains and updates online Event Registration System

General Office Management 10% TIME:

• Establishes, maintains & has access to confidential files logs and records
• Resolves routine and some complex inquiries & fulfills requests using knowledge of departmental & organization policies and procedures.
• Initiates and processes purchase orders for office supplies & equipment, generate work orders, prepare petty cash vouchers, check requests, travel authorization, expense vouchers, receipts, letters, charts and deposits.
• Maintains confidentiality in all matters without discussion with or mention to other parties
• Maintains single hard copy version of all hospital, divisional & departmental manuals

Reception 10% TIME:

• Works with all levels of nursing staff as related to professional development staff and continuing education initiatives and activities
• Maintain an open line of communication and professionalism with colleagues and staff center-wide. Maintains professional appearance at all times

Clerical 10% TIME:

• Maintains departmental records related to continuing education, NYSNA Provider Status, Visitors, Student affiliations/Placements
• Opens reads & prioritizes incoming mail/e-mail
• Formats types & edits a variety of complex or technical material, including correspondence, memos, reports, presentations & confidential material
• Sorts and routes all mail for Director, and departmental staff

Requirements:

• Bachelor’s Degree required
• 2-4 Years of Experience preferably a healthcare administrative assistant, project management-type job, etc.)
• Proficient-Expert in MS Excel, proficient in MS Office (outlook, teams, word) and Adobe, preferable experience with Learning management systems,
• Excellent Communication Skills (written/verbal).