Northern Light Eastern Maine Medical Center Department: Nursing and Clinical Education Position is located: Northern Light Eastern Maine Medical Center Work Type: Full Time Hours Per Week: 40 Hour/Week Work Schedule: 7:30 AM to 4:00 PM Summary: The Education Support Specialist supports the day to day operations of the Education Services Department. Responsible for administrative and project-oriented duties. Duties include scheduling rooms, the preparation of orientation materials, managing phone calls, entering employee data into database, filing, ordering and stocking supplies, assisting employees, and maintaining the orderly operation of the department. The Education Support Specialist serves as the API scheduling system administrator and HealthStream administrator. This includes training staff how to use the system as well as working with unit managers and department heads and regularly responding and attending to needs within these systems. Perform any duties and/or responsibilities assigned by Manager or supervisor for which qualified. Responsibilities: + Acts as a liaison for the Education Services department, to include answering and directing phone calls, monitoring the Education email inbox, and answering all hospital education concerns and service requests. + Maintain daily office schedules as directed by departmental policy using templates and instructions by Manager. + Schedules Education room requests as they arise and for each new year. + Enters employee educational data into HealthStream and provides employees with educational transcripts upon request. + Runs monthly class offerings from the HealthStream system and sends out reminders to all staff registered for said programs. + Acts as the EMMC HealthStream Administrator, assigning annual modules to all staff, troubleshooting module issues as they arise, and assisting in the creation of any additional module requests throughout the year. + Prepares and updates orientation calendars on a yearly basis. + Notifies all orientation presenters with monthly updated and current orientation schedules. + Coordinates student rotations to include medical, nursing, OT, pharmacy, interns and job shadows. Coordination includes initiating and maintaining rotation schedules, scheduling and providing orientation, and acting as the student liaison between student, preceptor, and school. + Initiates and maintains records pertaining to contract agreements with schools. + Assists in the revision/design of office procedures. + Ensures that all customers (staff, providers, community members) are treated courteously both over the phone and upon arrival + Handles incoming calls appropriately, providing a system of responding effectively with respect and courtesy. + Handles all accounts payable matters, to include submitting and maintaining records of conference requests, reimbursements, and office orders. + Types/transcribes correspondence, reports, minutes and statistical reports accurately and in a timely fashion. + Retrieves, sorts and distributes department mail efficiently and promptly + Complies with policies related to confidentiality, i.e., sending/receiving patient information and screening patient phone calls and inquiries. + Coordinates calls, paperwork, and requisitions for repairs requiring attention. + Maintains appropriate supply and storage of administrative forms and office supplies, to include ordering all needed supplies through the Lawson and WB Mason systems. + Assures clerical assistance related to filing maintenance, information retrieval, office documentation and confidential data management. + Ensures that requests for information are handled promptly and effectively. + Quality of work is thorough, accurate and professional. Appropriate follow-up action is taken. Follows established policies and guidelines. + Demonstrates ability to multi-task and prioritize important functions. Complete work received/required on the shift and proactively communicates with Manager around work left undone. + Oversees operation and maintenance of API Staff Scheduling System, trains new staff and is serves as a resource and expert. + Reports on and off duty as assigned. + Monitors office equipment such as photocopier, fax machine, and computers to ensure that they are in proper working order. + Actively participates in hospital Support Specialist meetings when invited. + Develops cooperative constructive working relationships with coworkers, superiors and customers. Deals with others in a sensitive, tactful, and courteous manner. Must be very understanding to customer’s needs. + Demonstrates flexibility/adaptability to change. Accepts new assignments and changing responsibility in job assignments. Adapt readily to policy and procedure changes. + Demonstrates continuous cooperativeness with other departments and internal and external customers + Assist in maintaining a work environment free from recognized hazards that create a risk of injury to employees, patients or visitors and that all accidents and incidents are reported by employees and properly investigated. When appropriate, assist with the return of all workers with work-related injuries and illnesses to gainful employment. Other Information: Competencies and Skills + Behaves with Integrity and Builds Trust: Acts consistently in line with the core values, commitments and rules of conduct. Leads by example and tells the truth. Does what they say they will, when and how they say they will, or communicates an alternate plan. + Cultivates Respect: Treats others fairly, embraces and values differences, and contributes to a culture of diversity, inclusion, empowerment and cooperation. + Fosters Accountability: Creates and participates in a work environment where people hold themselves and others accountable for processes, results and behaviors. Takes appropriate ownership not only of successes but also mistakes and works to correct them in a timely manner. Demonstrates understanding that we all work as a team and the quality and timeliness of work impacts everyone involved. + Practices Compassion: Exhibits genuine care for people and is available and ready to help; displays a deep awareness of and strong willingness to relieve the suffering of others. Education + Required Associate's Degree Working Conditions + Extend body and limbs to reach items. + Prolonged periods of sitting. + Prolonged periods of standing. + Prolonged periods of walking. Position Education SpecialistLocation Req ID null