Program Assistant

FLSA Status:          Nonexempt

Original Date:      

Last Revision:       April 2024

 

JOB SUMMARY:  Provide non-clinical support in the daily operations of the department. Assist Continuing Professional Development (CPD) Coordinators with planning, implementing and follow-up of courses, programs, meetings and other related activities. Maintain data systems related to quality and performance improvement. Perform several departmental financial duties. Provide appropriate assistance/resources to constituents and partners.

 

EDUCATION/EXPERIENCE:  Bachelor’s degree in business administration, marketing or education and at least three years of experience in a fast paced project management/administrative assistant role. 

 

LICENSURE, CERTIFICATION, and/or REGISTRATION:  N/A

 

ESSENTIAL FUNCTIONS:

1.   Develop and design postcards/brochures for each assigned activity. This includes making recommendations regarding brochure size, format, and incorporation of graphics to enhance marketability of activity.
2.   Coordinate printing and mailing of postcard/brochure/handouts. Convert approved postcard/brochure/handouts to an electronic file with activity specifics such as number needed, size of brochure/postcard, and color of paper, ink colors, and due date to WFUHS Print Services.
3.   Assist CPD Coordinators with identifying marketing strategies for CPD materials. This includes uploading brochure/postcard to NW AHEC website & online course catalog using CASCE database links.
4.   For large managed activities, attend planning meetings with CPD Coordinator & jointly sponsoring agency to provide input on planning details of activity.
5.   Facilitate space/facility reservations and catering orders as needed.
6.   Responsible for preparing in-person activity materials including folders, rosters, and nametags. Assist CPD Coordinators with online activities and troubleshoot video conferencing challenges.
7.   Provide oversight for management of audio visual equipment as needed. Troubleshoot minor software and hardware technology issues, for example: Video Conferencing, Podium, PowerPoint Presentations, Microphone/Lanier Microphone, Sound System and Smart Board.
8.   Create and distribute CPD registration confirmation letters and handouts to each participant via e-mail or digital platform.
9.   Provide superior customer service and address inquiries made by NW AHEC learners, including answering questions pertaining to CPD activities, providing online registration and website guidance, and accommodating special needs requests.
10.   Collect, review, and compile data, statistics and materials relevant to quality performance improvement reports and projects.
11.   When applicable, process activity registration payments and refunds in CardConnect and CASCE database. Coordinate vendor exhibits and payments as well as educational grants.
12.   Capture and facilitate the processing of faculty honoraria, travel reimbursement, and any other activity-related expenses using Core Connect.
 

SKILLS/QUALIFICATIONS:

Must be able to demonstrate the ability to work both independently and in a team environment, have solid organizational and customer service skills to include excellent verbal and written communication. Must also demonstrate the ability to work in multiple computer software applications, such as Adobe In-Design, Core Connect, CardConnect, and Microsoft Office. Must have a valid driver’s license and be able to pass a DMV background check.

 

WORK ENVIRONMENT:

Comfortable, clean, office environment

Significant amount of computer interface

 

PHYSICAL REQUIREMENTS:

0% 35% 65%     to to to     35% 65% 100% N/A Activity X       Standing X       Walking     X   Sitting X       Bending   X     Reaching with arms     X   Finger and hand dexterity   X     Talking   X     Hearing     X   Seeing         Lifting, carrying, pushing and or pulling: X       20 lbs. maximum X       50 lbs. maximum X       100 lbs. maximum

 

 

Atrium Health Wake Forest Baptist is a pre-eminent academic health system based in Winston-Salem, North Carolina. Atrium Health Wake Forest Baptist is part of Advocate Health, which is headquartered in Charlotte, North Carolina, and is the fifth-largest nonprofit health system in the United States, created from the combination of Atrium Health and Advocate Aurora Health. Atrium Health Wake Forest Baptist’s two main components are an integrated clinical system – anchored by Atrium Health Wake Forest Baptist Medical Center, an 885-bed tertiary-care hospital in Winston-Salem – that includes Brenner Children’s Hospital, five