Administrative Support Assistant - Talent Development and Learning Center

SBHU•East Setauket, NY

11h•Onsite

About The Position

The Administrative Support Assistant , reporting to the Director of the Talent Development and Learning Center (TDLC), performs a variety of office-related services to assist the Director and the TDLC team. Duties of an Administrative Support Assistant may include the following but are not limited to: Assists with the creation of new Learning Management System (LMS) user profiles. Ensures all required information is available to create the profiles, including but not limited to Employee ID numbers. Follows up with Talent Acquisition as needed to ensure the timely creation of user profiles in advance of bi-weekly new employee orientation. Creates new user profiles in the LMS ensuring accuracy and timeliness. Prepares and disseminates orientation details to new hires in advance of orientation.  Sends new hires needed credentials to access the LMS. Assists new hires with questions related to orientation within scope of responsibility. Escalates questions as needed to the TDLC team, TA Team or TDLC Director as appropriate. Supports the LMS Administrator with troubleshooting and resolving access issues for new hires. Tracks orientation attendance and progress of orientation participants. Reports progress of participants and escalates any concerns or issues to appropriate team member. Monitors class/training registration rates and alerts TDLC team members of low registration rates and/or of the potential to exceed registration capacity. Reviews LMS reports and other training data to ensure that data has been properly transmitted to the HRIS (PeopleSoft).  Assists with data uploads to PeopleSoft and or makes manual corrections/updates in PeopleSoft as needed. Produces reports from courses and data management systems. Presents summary information and detail in an organized and professional manner. Supports the TDLC team by reserving conference/training space, disseminating communication to training participants, setting up classes in the LMS, assigning classes to participants, assisting participants with LMS access issues and/or questions, etc. Partners with TA Specialists and/or Leave Specialists when employees are returning from leave of absence to coordinate the completion of any required training upon their return. Provides general administrative support including taking messages, electronic filing, preparing correspondence, preparing spreadsheets, proofreading documents, scheduling meetings for the TDLC Director and/or TDLC team as directed. Performs other related duties as assigned.

Requirements

Associate's degree and at least 2 years of experience in an administrative support role or, in lieu of degree, at least 4 years of experience in an administrative support role.
Experience managing multiple priorities and tasks in a fast-paced environment.
Strong data entry and database management skills
Demonstrated proficiency with Zoom and Microsoft Suite (Word, Excel, PowerPoint, Outlook, Teams)
Ability to work collaboratively and independently
Strong written and verbal communication skills.
Exceptional customer service and interpersonal skills

Nice To Haves

Familiarity with PeopleSoft, Taleo, HealthStream LMS and/or other HR Information Systems.
Experience in a Healthcare or Hospital System Human Resources
Bilingual in Spanish
Demonstrated proficiency in advanced Excel functions including pivot tables, complex formulas, and macro development to support department reporting and analytics.

Responsibilities

Assists with the creation of new Learning Management System (LMS) user profiles.
Ensures all required information is available to create the profiles, including but not limited to Employee ID numbers.
Follows up with Talent Acquisition as needed to ensure the timely creation of user profiles in advance of bi-weekly new employee orientation.
Creates new user profiles in the LMS ensuring accuracy and timeliness.
Prepares and disseminates orientation details to new hires in advance of orientation.
Sends new hires needed credentials to access the LMS.
Assists new hires with questions related to orientation within scope of responsibility.
Escalates questions as needed to the TDLC team, TA Team or TDLC Director as appropriate.
Supports the LMS Administrator with troubleshooting and resolving access issues for new hires.
Tracks orientation attendance and progress of orientation participants.
Reports progress of participants and escalates any concerns or issues to appropriate team member.
Monitors class/training registration rates and alerts TDLC team members of low registration rates and/or of the potential to exceed registration capacity.
Reviews LMS reports and other training data to ensure that data has been properly transmitted to the HRIS (PeopleSoft).
Assists with data uploads to PeopleSoft and or makes manual corrections/updates in PeopleSoft as needed.
Produces reports from courses and data management systems.
Presents summary information and detail in an organized and professional manner.
Supports the TDLC team by reserving conference/training space, disseminating communication to training participants, setting up classes in the LMS, assigning classes to participants, assisting participants with LMS access issues and/or questions, etc.
Partners with TA Specialists and/or Leave Specialists when employees are returning from leave of absence to coordinate the completion of any required training upon their return.
Provides general administrative support including taking messages, electronic filing, preparing correspondence, preparing spreadsheets, proofreading documents, scheduling meetings for the TDLC Director and/or TDLC team as directed.
Performs other related duties as assigned.