Administrative Assistant - Cataldo Education Center - Full Time

CATALDO AMBULANCE BUSINESS TRUST•Malden, MA

1d•$22 - $34•Onsite

About The Position

The Administrative Assistant – CEC provides administrative support to the Education Center and Clinical Education teams within a healthcare and Emergency Medical Services environment. This position ensures that administrative tasks are managed accurately and promptly, facilitating smooth communication and documentation flow between departments. The role involves new hire onboarding setup, schedule and course offering coordination, managing records, and assisting with compliance documentation to uphold regulatory standards.

Requirements

High school diploma or equivalent
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Strong organizational skills with the ability to manage multiple priorities effectively.
Excellent written and verbal communication skills.
2 years of administrative experience, preferably in a clinical, healthcare, or quality assurance environment.
Experience working in Education services within the healthcare industry.
Familiarity with regulatory standards such as OEMS, DPH and associated guidelines.
Knowledge of electronic document management systems and electronic recordkeeping.
Ability to work independently and as part of a multidisciplinary team.
Minimum of 2 years of experience with computer systems required, including web-based applications and some Microsoft Office applications preferred.
Must be 18 years of age
Ability to meet the essential duties and physical, mental and sensory requirements of the position at all times.
Comply with UDS drug screening at any and all times
Satisfactory background check and MA CORI (Criminal Offender Record Information), verification may be required annually.
Verification of an acceptable motor vehicle driving record, verification may be required annually.

Nice To Haves

Associate’s degree or equivalent working experience preferred.
EMT or related Healthcare certification preferred
Certified in Microsoft applications such as Excel, power point, etc. preferred
Certification in administrative support is a plus.

Responsibilities

Answers and/or replies to emails, faxes, and phone lines for the CEC Department
Manages CEC Department calendars and other necessary tracking with regards to course offerings.
Ensure all scheduled classes have appropriate level instructors assigned and notification and confirmations are in place prior to the class occurrence.
Coordinates course paperwork, including preparing rosters and other necessary documents ahead of class, ensuring all documents are complete and accurate upon class completion, tracking issuance of course completion documents, and scanning/maintaining paperwork in training files to ensure compliance.
Assists Paramedic Program Director as directed with complying with CoAEMSP standards
Assists as directed with OEMS ATI accreditation documentation
Register courses with appropriate regulatory agencies to ensure courses have proper continuing education approval
Serves as a liaison between all education partners for contract education, and between the Clinical Education Center, education partners and contracted education, internal clinical and other departments to facilitate effective communication and workflow.
Creates, updates and maintains all employee educational files, databases and filing systems to ensure easy retrieval and distribute documentation to required departments.
Assists in scheduling employee remediation session in conjunction with the Director of Quality Assurance or his/her designee
Manages purchase of supplies for CEC
Assist in the preparation, production and distribution of reports for budgeting, enrollment, presentations, and correspondence for the CEC.
Support the onboarding process by preparing necessary documentation and training materials, reserving classrooms, scheduling and follow up of required coursework completion.
Maintains CEC training equipment is accounted for and properly maintained in conjunction with manufacturers’ recommendations.
Complete credential verification for new hires and annual renewals.
Ensuring credentials are verified on or prior to the expiration as required.
Documenting verified non-renewals and completing required communications and associated documentation to ensure all responsible parties are advised in a timely manner.
Assists in sending notifications prior to renewal, and follow up notices and related communications, and/or lists as required.
Assist with audit preparation and preparing documents for information requests from regulatory bodies as needed.
Maintains knowledge of and complies with all company policies, procedures, and guidelines at all times.
Must maintain a reliable attendance record
Completes other duties as requested and assigned