The Program Assistant performs administrative support responsibilities for the programs, events, and team members within the Institute of Higher Learning.

Responsibilities:

• Performs administrative support responsibilities for the Brooks IHL including filing, typing, facsimile, data input, and copying documents.
• Schedules meetings, reserves conference rooms and equipment, and maintains meeting minutes as needed.
• Responsible for scheduling room reservations, catering, housekeeping, etc. for all Brooks IHL courses and events.
• Assures flow of communication through messages and correspondence; responsible for managing the Brooks IHL generic email account.
• Ensures accuracy of Brooks IHL calendar.
• Provides professional communication via phone for all generic IHL inquiries. Takes accurate messages and follows-up as necessary.
• Provides support in management of the Executive Directors and Directors calendar (i.e. meetings)
• Responsible for keeping inventory and stock of the Education Storage Closet and IHL Administrative Offices with necessary supplies and equipment.
• Provides support to the education coordinators including but not limited to: submitting for course approval, enrollees or credits, sending surveys, organizing survey results, creating and disseminating course certificates, event planning, assisting course speakers with technology, etc.
• Responsible for logistical components of the weekly Brooks Innovative Topics in Rehabilitation Series, including but not limited to: obtaining presentation from the presenter, setting up, launching and running the weekly live webinar, submitting CE credit through the necessary portals, attendee communication and certificates.
• Sets up educational rooms in accordance with the instructor’s requests prior to the event date. Also responsible for breakdown and retrieving supplies post-course. This includes being available on the Friday afternoon prior to a weekend CE Course and/or on call Saturday and Sunday mornings.
• Works with the Brooks IHL Faculty and Staff to gather, print, bind, and administer manuals for the Brooks IHL CE courses.
• Responsible for picking up supplies for CEU courses from various caterers and stores when offsite vendors are utilized.
• Provides support to the Residency and Fellowship Program Coordinators for calendar invites, room set-up, and other administrative needs.
• Assists with coordinating Accreditation Site Visits for the Brooks IHL Residency and Fellowship Programs; schedules meetings with operators and executives; presents required program information to site visitors in an organized and professional manner.
• Assists with development and creation of Residency/Fellowship program accreditation documents and materials as directed.
• Assists with all activities related to Residency/Fellowship Program Admissions and Graduation as directed.
• Assists with uploading courses, documents, and participants to the Brooks Learning Management System.
• Provides support for the Clinical Practice Enhancement Program, including survey collection and review, scheduling/planning, execution of events and activities, and other administrative items.
• Assists all IHL Staff with performing program assessment and process improvement initiatives.
• Work in a synergistic and collaborative manner with all other members of the IHL staff utilizing transparent and effective communication to ensure the success of the Brooks IHL initiatives.
• Responsible for overseeing or assisting with the logistics for all IHL events including, but not limited to:
  • Scholarly Symposium;
  • Residency/Fellowship Graduation;
  • Residency/Fellowship Orientation Day (as well as providing logistical support for all onboarding logistics of newly incoming residents and fellows in training);
  • Residency/Fellowship Oral Case presentations;
  • Residency/Fellowship Admissions day (in addition to other responsibilities related to Admissions);
  • The Residency/Fellowship Program & Curriculum Review Retreat;
  • Various IHL social events occurring throughout the year; and
  • Other events not listed above that occur more intermittently
• Includes being available on scheduled evenings and weekends
• May perform other duties as assigned

Qualifications:

• A Bachelor’s Degree is preferred or a high school diploma supplemented by two (2) years’ experience in an administrative support position.
• Efficient in Microsoft Office Suite including Word, Excel, and PowerPoint
• Must be detail-oriented with strong organizational skills
• Must be able to work in a challenging environment as a multitasker meeting required deadlines.
• Ability to record and deliver information, explain procedures, follow oral and written instructions.
• Excellent customer service skills

Location: 3599 University Blvd South, Jacksonville, FL 32216

Hours: 40 hours per week, Hybrid with night and weekend responsibilities

Compensation: Experience, education and tenure may be considered along with internal equity when job offers are extended.

Thriving in a culture that you can be proud of, you will also receive many employee benefits such as the following:

• Competitive Pay
• Comprehensive Benefits package
• Vacation/Paid Time Off
• Retirement Plan
• Employee Discounts
• Clinical Education and Professional Development Programs