Job Summary: The Education Secretary is primarily responsible for providing high level administrative and secretarial support to the hospital's education department, Under the direction of the clinical Education Director, this position supports, coordinates, and follows up on educational programs, staff training, and competency requirements to ensure timely completion and regulatory compliance. The role focuses on managing day-to-day office operations, maintaining education files for assigned facility and facilitating smooth communication between departments to support learning activities. Collaborates and cooperates with the director of clinical education on all activities as applicable. Actively and consistently contributes to department operations and communications, behaves in a manner consistent with the mission, vision, and values of Pipeline Health, upholding standards of AIDET (Acknowledge, Introduce, Duration, Explanation, Thank you) patient communication.
Qualified applicants with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.
Essential Functions: - Ability to multitask and prioritize tasks effectively.
- Attention to detail and accuracy in record-keeping
- Provides comprehensive administrative support to the Clinical Director of Education.
- Manages the scheduling of meetings, training, orientations, and educational events.
- Prepares and distribute meeting agendas, minutes, reports, memos, and emails.
- Maintain organized filing systems for department in-services, including both electronic and paper files.
- Process and track department supply orders, and other operational needs.
- Basic unit/department maintenance such as keeping files, drawers, cabinets free from unnecessary clutter.
- Reports on any equipment and/or environmental issues for repair.
- Serves as the department point of contact for internal and external communication.
- Coordinates logistics for educational in services/programs, staff training, new hire competencies, new hire orientations, and special events.
- Supports setup and breakdown of in-person education sessions, including room reservations, equipment and materials
- Maintains accurate updates of staff participating in self-studies using tracking tools (i.e. Flexed LMS)
- Follows up on complications to employees regarding overdue self-studies or competencies.
- Manges inventory of office and training supplies and order replacements as needed.
- Assists in the preparation and setup of educational events, including registration, sign-in sheets, certificates, and handouts.
- Completes and attends training as assigned.
- Other duties as assigned.
Behavioral Standards:- Treats everyone as their customer; utilizes scripting and other tools to ensure consistency in customer service; Expresses recognition and shows appreciation to others; fully utilizes AIDET principles; responds quickly to handle requests, complaints, and questions; displays a positive attitude.
- Uphold hospital values, service excellence, and behavioral standards in all interactions.
- Always protect confidentiality of employees and organizational information.
- Demonstrates professional, clear, and respectful communication with all staff, leadership, and external partners.
Communcation/Knowledge: - Maintain a working knowledge of hospital policies, regulatory requirements, and educational standards.
- Wears nametag properly; follows dress code policy; answers the phone correctly and promptly; is prepared for meetings; meets deadlines; does not participate in gossip; acts ethically and treats others with respect; respects customer's and co-worker's time; establishes and maintains effective relationships with customers, staff and co-workers.
Collaboration/Knowledge: - Respond promptly to inquiries and requests, ensuring follow-up and resolution as appropriate.
- Foster positive working relationships within the Education Department and across hospital departments.
- Support department initiatives through active coordination and flexibility to meet challenging priorities.
Qualifications/Experience: - One (1) year experience in a clinical healthcare and education setting with administrative, clerical, or secretarial responsibilities, preferred.
- Prior experience supporting training programs or working within a hospital or healthcare environment is highly desirable.
- Critical thinking, service excellence and good interpersonal communication skills, ability to read/comprehend written instructions, strong organizational skills, ability to follow verbal instructions, and PC (computer) skills.
- Proficient with Microsoft: Excel and Word.
- A capacity to learn, synthesize, make critical judgments, work independently, place patients and families first, and collaborate with the team members who are recognized leaders within health care.