Education Administrative Assistant

1 week ago

Silver Spring, United States American College Health Association Full time

ABOUT THE POSITION:

The Education Administrative Assistant provides administrative management of educational and professional development programs for the ACHA Education Department, working closely with staff, program and poster presenters, exhibitors, and association leaders. The Education Administrative Assistant’s responsibilities require extensive report preparation and management of data in Excel, Smartsheet, exhibits reservation platform, learning management system platform, and survey software, drafting and sending large group communications, and a substantial amount of member support and communications.

WHAT YOU WILL BE DOING:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required (other duties may be assigned):

  • Serve as the department point of contact for email and phone communication with staff, members, event attendees, volunteers, and speakers.
  • Monitor Education Department shared inbox
  • Run email merges for mass communications
  • Respond to phone and email inquiries
  • Enter and maintain non-numeric data in internal systems (Smartsheet, Microsoft Excel, Microsoft Word, Qualtrics, and Elevate LMS) as well as external systems (event software and various accreditation systems).
    • Manage data related to live and virtual educational events
    • Create and maintain numerous spreadsheets and reports to support live and virtual events; accreditation applications and reports; and CE applications for affiliate meetings
    • Track and follow up on missing information and update reports as scheduled
    • Assist with the assessment of data management processes to ensure data integrity and efficiency
  • Assist with the logistics and coordination of live and virtual educational events, as well as committee meetings.
    • Assist with training materials for staff, volunteers, and speakers
    • Manage elements such as loading content, evaluations, post-tests, handouts, certificates, event confirmations, and transcripts in internal and external systems
    • Coordinate travel and lodging schedules
    • Coordinate and confirm stakeholder schedules and meetings by creating online polls, participating in calls, and setting up video conferencing details
    • Assist with testing the functionality and accuracy of the events and online learning sites
  • Perform general administrative support functions, including:
    • Create, compile, edit, and proofread documents including spreadsheets, PDFs, forms, surveys, and certificates
    • Monitor and update websites as needed
    • Coordinate the purchase of office and conference materials and supplies
    • Monitor departmental accounts payable and accounts receivable and submit them to the Finance Department
    • Provide administrative support for volunteer committees and other special projects as assigned

 

WHAT WE NEED FROM YOU:

  • Bachelor’s degree from an accredited university or equivalent work experience
  • Exemplary attention to detail and organizational skills
  • Ability to thrive in a fast-paced environment, while multi-tasking, pivoting as needed, and prioritizing work
  • Highly motivated with strong interpersonal skills
  • Excellent written and oral communications
  • Excellent time management skills
  • High level of technical knowledge and comfort with digital platforms and solutions
  • 1-2 years of experience in an administrative support role preferred but not required
PandoLogic. Category:Administrative, Keywords:Administrative Assistant, Location:Silver Spring, MD-20910

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