Administrative Coordinator - Center for Education- Full Time

Gaylord HospitalWallingford, CT, US

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Job Description

Gaylord Specialty Healthcare is a health system dedicated exclusively to medical rehabilitation. We provide inpatient and outpatient care for people at every point in their journey from illness or injury to the most advanced state of recovery they can achieve. Our Mission : To enhance health, maximize function, and transform lives. Our values : Integrity, Compassion, Accountability, Respect and Excellence. These values guide us in providing quality patient care and transforming the lives of our patients.

Position Summary :

The Administrative Coordinator provides clerical, organizational, and administrative support to the Center for Education and the CNA Academy. This role ensures the smooth coordination of educational programs, student placements, orientations, professional development events, and regulatory documentation. The Administrative Coordinator serves as a key point of contact for staff, students, and external partners, supporting both day-to-day operations and long-term educational initiatives.

Key Responsibilities :

1. Systems & Administrative Functions

Provides the primary and essential administrative support for the CNA Academy and Center for Education, utilizing expert-level skills in the use of MS Office and similar programs.
Enter training / orientation hours into the scheduling system; edit timecards as necessary.
Serves as administer in the Learning Management System and maintains continuing education course library.
Ensure compliance with regulatory standards by maintaining accurate documentation and records for the Center for Education and CNA Academy.
Partner with Human Resources to support onboarding, track new hire requirements, and coordinate orientation logistics and materials.
Process purchase orders, catering requests, supply orders, and subscription renewals while maintaining accurate records.
Manage files, policies, and documentation in both electronic and paper formats.
Prepare reports, spreadsheets, presentations, and other documents as requested.
Screen calls, emails, and correspondence, responding independently when appropriate with excellent communication and customer service skills.
Coordinate with vendors and consultants to meet training needs.
Create, distribute, and manage surveys as needed.
Support multiple initiatives and projects, requiring excellent time management and organizational skills. Provide project management support by tracking timelines, deliverables, and follow-up tasks.
Prepare agendas, take meeting minutes, and distribute action items to ensure accountability.

2. Educational Program & Event Support

Support planning, logistics, and execution of events such as, CEU programs, Educational events, BLS Marathon, Nurses Week, Professional Development Week, DAISY Awards, and internal newsletters.

Create and distribute flyers, communications, and monthly newsletters.

Assist with continuing education documentation, ensuring compliance with requirements.

Reserve conference rooms, schedule meetings, and manage related event details.

Track and maintain certifications such as CPR, ACLS, and CPI.

Provide clerical and logistical support to Center for Education and CNA Academy staff as assigned.

3. Student & Employee Coordination

Collect, track, and report student documentation.

Communicate with schools regarding student placements, paperwork, and compliance requirements.

Assist with school clinical affiliation review and management.

Maintains all files and documentation for the Center for Education and CNA Academy.

4. CNA Academy Support

Support CNA Academy application processing and enrollment tracking.

Conducts pre-screening calls, schedule interviews, manage student on-boarding, payment system and provide clerical support to the program.

Maintain accurate and complete Academy files, documentation, and regulatory records.

Assist with preparation of learning materials and communication with students.

Maintain CNA Academy email inbox, voicemails and calendar.

Act as a primary contact for inquiries related to the CNA Academy.

5. IT IS ICARE

Innovation : Embracing creativity and new ideas to improve processes and outcomes.

Teamwork : Collaborating effectively with others to achieve shared goals and objectives.

Inclusion : Fostering an environment where everyone feels valued and supported.

Safety : Prioritizing the well-being and security of patients, individuals and communities.

Integrity : Acting with honesty and transparency in all interactions and decisions.

Compassion : Showing empathy and kindness towards others, especially in challenging situations.

Accountability : Taking responsibility for actions and outcomes, ensuring reliability and trust.

Respect : Treating others with dignity and consideration, valuing their perspectives and contributions.

Excellence : Striving for the highest quality in performance and achievements.

Qualifications :

High school diploma or equivalent required; Associate’s degree preferred.

2+ years of administrative or clerical experience, preferably in a healthcare or education setting.

Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and virtual platforms (Zoom, Teams).

Familiarity with systems such as UKG, Dynamic Health and Survey Monkey preferred (or willingness to learn).

Strong organizational skills and ability to manage multiple priorities.

Excellent written and verbal communication skills.

Detail-oriented with strong follow-through.

Ability to maintain confidentiality and handle sensitive information.

Schedule :

Monday – Friday, Day Shift.

Some flexibility required for coverage of events or educational programs as assigned.

We Are An Equal Opportunity Employer – M / F / D / V

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