Position Summary
The Clinical Education Assistant provides administrative, operational, and learning management system (LMS) support to the Clinical Education Department. This role coordinates education schedules, onboarding assistance, compliance training, clinical orientation programs, and departmental communications while supporting instructors, clinical leaders, Human Resources, and staff across the organization.
The Clinical Education Assistant plays a key role in maintaining efficient educational operations, supporting workforce development initiatives, and assisting in the management and optimization of the organization’s Learning Management System (LMS) to ensure compliance, accurate reporting, and successful employee education outcomes.
Essential Duties And Responsibilities
Administrative & Operational Support
- Coordinates, schedules, monitors, and communicates educational classes, orientations, workshops, meetings, and training sessions for instructors, presenters, and staff.
- Maintains departmental calendars, classroom schedules, conference room reservations, and educational resource spaces.
- Provides administrative support for the Clinical Education Department, including correspondence, telephone communication, email management, filing, and meeting coordination.
- Schedules and coordinates meetings, including participant communication, room reservations, audiovisual setup, catering arrangements, and distribution of materials.
- Maintains professional communication and collaboration with directors, clinical managers, instructors, staff, vendors, educational partners, and external agencies.
- Assistswith preparation, formatting, and distribution of educational materials, presentations, reports, class packets, and training resources.
- Prioritizes multiple deadlines, projects, and requests whilemaintainingaccuracy and attention to detail.
- Maintains office supplies, training materials, educational equipment, and inventory of classroom resources.
- Opens, distributes, and manages departmental mail and shared communications.
Clinical Education & Orientation Coordination
- Coordinates onboarding and orientation activities for new hires, agency staff, travelers, locum providers, nursing students, and affiliatedallied healthprograms.
- Works closely with Human Resources, Clinical Managers, Staffing/Scheduling, IT, Infection Prevention, Regulatory Compliance, Pharmacy, Materials Management, and Accounts Payable to support orientation and educational initiatives.
- Assistswith scheduling mandatory education requirements while balancing departmental staffing needs.
- Supports instructors and presenters withlogistics, classroom preparation, testing setup, attendance tracking, and educational technology needs.
- Provides guidance andassistanceto employees requiring individualized support related to educational requirements or LMS access.
Learning Management System (LMS) Administration
- Assistsin the administration, maintenance, and optimization of the organization’s Learning Management System (LMS).
- Supports LMS user account management, course assignments, learning enrollments, completion tracking, and transcript maintenance.
- Generates and distributes LMS reports related to compliance training, licensure requirements, certifications, annual education, and organizational metrics.
- Collaborates with IT, vendors, and department leaders to troubleshoot LMS issues and support system upgrades, enhancements, and integrations.
- Assistswith uploading, updating, andmaintainingonline learning content, training materials, educational modules, and learning pathways.
- Monitors LMS data accuracy and ensurestimelycompletiondocumentation for regulatory and accreditation purposes.
- Provides basic LMS training and support to staff, instructors, and managers.
- Maintains electronic education recordsand departmental databasesin accordance withorganizational standards.
Reporting & Data Management
- Maintains assigned databases and generates departmental and organizational reports ina timelyandaccuratemanner.
- Demonstrates advancedproficiencywith Microsoft Office applications, particularly Excel, Outlook, Teams, Word, and reporting platforms.
- Usesreporting tools and dashboards to support compliance monitoring, education tracking, and workforce development initiatives.
- Assistsleadership with data collection, auditing, and performance improvement initiatives.
Organizational Competencies
Mission & Values
Demonstrates behaviors consistent with the organization’s mission, vision, values, and standards of conduct.
Attendance & Professionalism
Maintains reliable attendance, punctuality, professionalism, and accountability. Participates in continuing education and professional development opportunities.
Customer Service
Demonstrates courtesy, professionalism, and responsiveness to employees, patients, families, students, vendors, and the public.
Teamwork & Communication
Promotes cooperation, collaboration, and positive working relationships with interdisciplinary teams and external partners.
Safety & Emergency Preparedness
Demonstrates knowledge of emergency preparedness procedures, workplace safety standards, and incident reporting processes.
Infection Prevention & Control
Demonstrates understanding and application of infection prevention and control standards appropriate to the work environment.
Confidentiality & HIPAA Compliance
Maintains confidentiality of employee and patient information in compliance with HIPAA regulations and organizational privacy policies.
Performance Improvement
Participates in organizational quality improvement initiatives and supports departmental goals and annual objectives.
Qualifications
- Associate degree in Business Administration, Healthcare Administration, Education, or related field preferred; equivalent experience considered.
- Experience working with Learning Management Systems (LMS) is strongly preferred.
- Strong organizational, communication, customer service, and multitasking skills.
- Proficiency with Microsoft Office Suite and virtual meeting platforms required.
- Ability to maintain confidentiality and exercise sound judgment in a fast-paced healthcare environment.
