What are the responsibilities and job description for the Good Shepherd Learns & Creates Administrative Assistant position at Good Shepherd Rehabilitation?

Provides critical operational, administrative, and coordination support for Good Shepherd Learns & Creates (GSL&C). This role ensures smooth execution of the clinical rotation and observation programs, mandatory education processes, educational activities, event logistics, purchasing, and general departmental operations. The Administrative Assistant works closely with students, universities, clinical teams, Marketing, HR, Nursing, Contract Management, and other internal and external partners to maintain an efficient and positive experience for all stakeholders who engage with GSL&C programs.

Coordinates all therapy clinical rotation and student observer programs, including inbox management, stakeholder communication, and onboarding compliance.
Schedules therapy clinical affiliation and observer students across the organization.
Oversees student application cycles; distributes materials to instructors and supports student–instructor placement decisions.
Maintains the annual Clinical Rotation SmartSheet and verifies completeness of onboarding materials.
Communicates with students and site managers to confirm readiness and start dates.
Coordinates the two annual match windows (Fall & Spring) and communicates timelines to university partners.
Maintains and updates the affiliation agreement spreadsheet; partners with Contract Management to ensure agreements remain current.
Ensures student program content on the external website is accurate and updated by coordinating with Marketing.
Monitors the Learn inbox and routes inquiries appropriately.

Collaborates with content developers to gather required documentation for continuing education unit/credits (CEU) applications.
Submits CEU applications and maintains all CEU approval documentation.
Coordinates event scheduling, logistics, room reservations, communication, and onsite support for GSL&C and research activities.
Coordinates and communicates with internal stakeholders to ensure annual mandatory education content is renewed annually within the learning management system.

Serves as the primary point of contact for technology and equipment issues, coordinating troubleshooting needs with IT, BioMed, external vendors, and internal stakeholders.
Initiates repair or maintenance requests for lab technologies and track progress through resolution; maintain associated documentation.
Maintains inventory of lab equipment, software licenses, and service agreements.
Coordinates scheduling and logistics for lab utilization across clinical programs, research activities, and academic partnerships.

By transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics as needed and in a very efficient and timely manner.

By performing administrative and delegated duties that involve confidential information and interaction with members of management, all associates, volunteers, patients/residents/clients and the community.
By arranging travel, planning meetings and events, and participating in special events organization as requested.

By sorting and distributing mail, ensuring receipt of key reports and other duties as assigned.

Ensures adequate level of supplies is maintained by inventorying amounts on hand and replenishing stock when needed.

By greeting them, in person or on the telephone; answering or directing inquiries.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

3-5 years of progressive professional assistant experience and responsibility preferred
Experience in healthcare, higher education, or academic clinical placement coordination preferred

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Good Shepherd Learns & Creates Administrative Assistant