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Description
*Full-time Administrative Assistant *
Community Medical Education Department - Poughkeepsie, NY
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Summary:
The administrative assistant plays a pivotal role in supporting the coordination of community education programs by managing marketing and correspondence to and from the community, managing the community calendar, registration and sales processing, inventory and record maintenance and providing support at events and classes as needed.
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*Span of Control: *Works under the direction of the Community Education Supervisor to support the needs of the division.
*Essential Responsibilities *
Assists with the scheduling and coordination of training activities, staff meetings, classroom trainings, health fairs, Microsoft Teams Meetings, and e-learning roll outs.
Provides communication to Community Education team as required.
Organizes and tracks training participation, handles follow up and issues certification cards through database management and record keeping with an emphasis on compliance, assisting with reporting as needed.
Maintains and organizes supplies through inventory tracking and supply orders as needed.
Supports Community Education leadership in executing projects and team directives.
Coordinates training and department related meetings and activities by scheduling meeting space, ensuring appropriate technology, ordering/setup of catering and the creation and distribution of agendas and recap summaries.
Partners with supervisor to provide seamless onboarding and off boarding experience in the community education department (schedule and coordinate orientation, complete time-sensitive office management paperwork, coordinate account and tech resources, set up office space, etc.).
Offer general administrative assistance and support for the Community Education team as needed.
Assists in the coordination of community training sessions, events or health fairs as required.
Supports marketing/public relations efforts for the division which may include assistance with the creation of marketing materials, phone calls, mailers, and various follow-up.
Handles student registration and correspondence, ensuring students and staff are prepared for events, maintaining student and instructor records, updating as appropriate.
Manages and maintains all provider level AHA certification in First Aid & CPR AED within 30 days of hire for all Community Education team members.
Leadership Skill Requirements
The coordinator serves as a liaison between division staff, the community, and the management team. This associate handles the coordination of scheduling, correspondence, registration, supplies, and other administrative duties for Community Education.
Core administrative duties include:**
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Maintain and Model our Reason for Being: (Personal, Imaginative, Agile, Connected).
*Action and Results-Oriented: *Ability to accomplish personal work goals, team goals and drive results.
Customer Service: Ability to treat everyone with respect, compassion and spread positivity throughout the division.
Influencing Skills:
Ability to handle the occasional difficult customer.
Demonstrate patience and be able to provide clarity for those technically challenged.
Ability to learn and retain information quickly.
Ability to explain our various course types and the appropriate audience for each.
Provide thoughtful support to Community Education.
Highly organized, Self-starter
Computer Skills: able to type, familiar with windows-based systems, Microsoft applications (PPT, Word, Excel, Teams), ability to set up AV equipment, ability to run meetings on platforms such as Teams and Zoom.
*Functional/Technical Skills Requirements: *
*Communications: *Excellent written and verbal communications skills.
*Customer Service: *Be customer service driven.
*Teamwork: *Be able to work collaboratively as part of a team when needed.
*Education and Experience Requirements: *
HS Diploma; Associates degree in business or related field preferred but not required.
Prior experience as an administrative assistant, student affairs assistant, coordinator, educator, receptionist, or sales preferred but not required.
Minimum Knowledge, Skills, and Abilities Requirements:
Proficiency in Microsoft Office Suite including: Outlook, Word, Excel, Teams, and PowerPoint
Easily adapts to new technology and windows-based programs.
Fluent in English required, Fluent in Spanish preferred but not required.
License, Registration, or Certification Requirements:
AHA First Aid & CPR AED Certification (or higher level) required within 30 days of hire. Must attend provider all types of trainings to gain insight to course offerings. Our team will provide the training.
Must have a valid drivers license, reliable vehicle and maintain a clean driving record free of major traffic violations.
Working Conditions:
Manual: Little or no manual skills/motor coord & finger dexterity
Occupational: Little or no potential for occupational risk
Physical Effort: Sedentary/light effort. May exert up to 10 lbs. force
Physical Environment: Generally pleasant working conditions
Company: Health Quest Systems Inc
Org Unit: 1847
Department: Community Medical Education
Exempt: No
Salary Range: $20.23 - $37.56 Hourly
We are an equal opportunity employer
Qualified applicants are considered for positions and are evaluated without regard to mental or physical disability, race, color, religion, gender, national origin, age, genetic information, military or veteran status, sexual orientation, marital status or any other classification protected under applicable Federal, State or Local law.
We will endeavor to make a reasonable accommodation to the known physical or mental limitations of a qualified applicant with a disability unless the accommodation would impose an undue hardship on the operation or our business. If you believe you require such assistance to complete this form or to participate in an interview, please contact Human Resources at 203-739-7330 (for reasonable accommodation requests only). Please provide all information requested to ensure that you are considered for current or future opportunities.