Learning and Development Clerk IV

Commonwealth of Massachusetts•Tewksbury, MA

About The Position

The Massachusetts Department of Public Health at Tewksbury Hospital is seeking a Clerk IV to support the Learning and Development team within the Nursing Department. The position provides direct administrative and clerical support to the Director of Learning and Development and Nursing Departments, coordinates and monitors daily Learning and Development activities, responds to inquiries, and maintains relationships with Nursing and hospital-wide departments, the Area Office, and state and local agencies. The role supports employee education, orientation, training, competency tracking, onboarding, and new-hire processing. It prepares administrative and educational materials and reports, coordinates meetings and class schedules, maintains records and tracking systems, processes purchasing requests, and collaborates with managers, IT, Human Resources, instructors, students, vendors, and external partners. The position requires confidentiality and compliance with hospital policies, and includes other related duties as assigned. Applicants must have at least three years of full-time or equivalent part-time office-work experience, or an equivalent combination of experience and specified educational substitutions. A criminal background check will be completed for the recommended candidate, and education, licensure, and certifications will be verified. The role is subject to the stated COVID-19 and influenza vaccination or mitigation requirements for covered state hospital positions.

Requirements

At least three years of full-time or equivalent part-time experience in office work, or an equivalent combination of experience and specified educational substitutions.
Ability to collect, organize, and review data.
Ability to gather information from records, documents, databases, and individuals and determine an appropriate format and process for organizing and presenting it.
Ability to follow written and verbal instructions and provide clear, accurate instructions to others.
Ability to establish and maintain effective working relationships with employees, leaders, students, vendors, and external partners.
Ability to exercise sound judgment.
Ability to communicate effectively in writing.
Ability to establish and maintain harmonious working relationships with others.
Successful candidate must complete the required criminal background check.
Education, licensure, and certifications will be verified.
Successful candidate must acknowledge and attest to COVID-19 and influenza vaccination status or applicable required mitigation measures.

Nice To Haves

Knowledge of Massachusetts Department of Public Health and Tewksbury Hospital organizational structure, operations, and administrative processes.
Knowledge of Commonwealth purchasing, procurement, accounting, and budgetary procedures applicable to assigned responsibilities.
Knowledge of agency forms, records, reporting requirements, and administrative systems.
Working knowledge of hospital-specific systems and processes supporting employee orientation, education, training, and competency tracking.

Responsibilities

Provide clerical support to the Director of Learning and Development, including document preparation and editing, records management, filing, tracking, and coordination of departmental activities.
Organize clerical support for councils and committees, including scheduling meetings and preparing agendas and minutes.
Respond to Learning and Development questions, provide clerical assistance, organize projects, track assignments, and complete special projects under the Director's direction.
Create and maintain agency tracking systems and accurate workforce records of employee education, orientation, training, and competency activities.
Prepare and distribute reports, spreadsheets, correspondence, memoranda, meeting minutes, letters, schedules, and other administrative documents accurately and on time.
Assist with planning and coordinating educational class schedules.
Collaborate with the Training Technician Coordinator on hospital-wide orientation and prepare orientation schedules, materials, and packets for new employees, instructors, students, and others working for the agency.
Collect, organize, and review administrative and educational data; prepare reports, charts, tables, and summaries for Nursing and hospital-wide departments.
Develop educational flyers, brochures, certificates, and related communications.
Coordinate clerical activities for onboarding and new-hire processing with Learning and Development, managers, IT, and Human Resources staff; ensure documentation is completed and update tracking systems.
Respond professionally and promptly to telephone, electronic, and in-person inquiries, directing requests to the responsible department or individual as appropriate.
Prepare and process purchase orders and supply or equipment requests in accordance with Commonwealth procurement requirements, policies, and procedures.
Maintain confidentiality and comply with applicable hospital policies.
Perform other related duties as assigned.