Under the direction and supervision of the Director of Training and Development , is responsible for all logistics related to department programs. Takes incoming telephone calls, schedules conference room, provides clerical support, manages budget, provides audio-visual support, maintains an organized filing system, and other clerical support for the department. Works autonomously in a fast-paced environment maintaining service levels.
Other Skills and/or Knowledge Required: Proficiency in a variety of software programs such as word, excel, power point. General knowledge of copy/scanning and audio-visual equipment preferred.
Computer Skills - 1. Completes typing responsibilities as requested. Is accurate and proofs works to assure work is free from typos, is grammatically correct, and does not contain inaccurate information. Proficiency in software i.e. ( Excel, Access, Word, Presentation software, Publisher, Group Wise). 2. Demonstrates learning agility and ability to pick up features of new and current software, i.e, using excel to develop and maintain reports needed for the department such as the program evaluation summary.
Meeting Minutes. - Records and transcribes discussion and recommendations made at department meetings, using appropriate format. Minutes are distributed via email.
Clerical - 1. Maintains electronic and paper files in an accurate and timely manner. Keeps files well organized and easily retrievable. Adheres to department policy on record retention. 2. Provides clerical support for the department and RAC by making copies, packets for classes and seminars, collating class evaluations etc. 3. Fields all calls into the department and routes to the appropriate individual.
Classroom Management. - 1. Supports department programs by handling classroom logistics including classroom layout and set-up, audiovisual requirements, onsite registration, materials distribution, food and beverage requirements and other related activities. 2. Proficient in the use of Audio-Visual equipment. Ability to troubleshoot and provide support as needed. Reserves, maintains, and tracks use of AV equipment.
Scheduler System. - 1. Is proficient in scheduling rooms with accuracy and makes every effort possible to accommodate the needs of the medical center and approved outside groups. Is skilled in troubleshooting and assisting other departments who use the scheduler system. Print and distribute reports and room schedules as needed and requested by individuals in the Medical Center. Consistently sends email confirmation of room reservation or change. 2. Sets up new users and instructs users on how to schedule rooms and check for room availability. Serve as a liaison between Scheduler Plus and Saint Francis Medical Center. Offers suggestions in order to promote new ideas and increase functionality of the Scheduler system. 3. Organizes and schedules annual standing meetings and other educational activities i.e. Standing Medical Center Committees, Organizational Orientation, Nursing and Nurse Assistant Orientation. Sends out via email or mail yearly standing meeting information to contact person and schedule meetings in accordance with requests. Send confirmation report to contact person.
Supplies - 1. Orders and maintains needed materials in accordance with the department budget. Manages food/beverage pantry in a cost effective manner minimizing waste and maximizing participant satisfaction. 2. Assist Training and Development Leadership with the development of the annual budget. Maintain accurate records and adhere to projected budget amounts. Assist Leadership with monthly variance report and year to date info.