Administrative Assistant - Cataldo Education Center - Full Time

Cataldo Ambulance Service Inc.; Woburn (MA); On-site; USD 42,000 - 64,000; Full time

Job summary

Cataldo Ambulance Service Inc. is seeking an Administrative Assistant - CEC to provide administrative support to the Education Center and Clinical Education teams within a healthcare and EMS environment.

This role ensures onboarding, scheduling, records management and compliance documentation are handled accurately and promptly. You will coordinate course paperwork, maintain training records, assist with accreditation processes, and serve as liaison across education partners and departments to

Qualifications

• High school diploma or equivalent required; an Associate’s degree is preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) expected.
• Strong organizational and communication skills are essential for coordinating across departments.
• Experience working in education services within healthcare or quality assurance is advantageous.
• Familiarity with regulatory standards and documentation management is a plus.

Responsibilities

• Answer emails, faxes, and calls for the CEC Department.
• Manage calendars and track course offerings for the Education Center.
• Ensure instructors are assigned and notifications are sent prior to each class.
• Prepare rosters, course paperwork, and keep training files compliant.
• Assist with accreditation documentation and OEMS approvals as directed.
• Coordinate course registrations with regulatory agencies.
• Facilitate communication between education partners and departments to streamline workflows.
• Maintain educational files and generate reports for budgeting and enrollment.
• Support onboarding with documentation and training materials, scheduling, and follow-up.

Skills

Organization

Written & verbal communication

Microsoft Office

Collaborative teamwork

Regulatory awareness

Independent work

Education

High school diploma or equivalent

Associate's degree or equivalent experience preferred

Administrative certification preferred

Tools

Electronic document management systems

Web-based applications

Job description

The Administrative Assistant - CEC provides administrative support to the Education Center and Clinical Education teams within a healthcare and Emergency Medical Services environment. This position ensures that administrative tasks are managed accurately and promptly, facilitating smooth communication and documentation flow between departments. The role involves new hire onboarding setup, schedule and course offering coordination, managing records, and assisting with compliance documentation to uphold regulatory standards.

Key Responsibilities:

• Answers and/or replies to emails, faxes, and phone lines for the CEC Department
• Manages CEC Department calendars and other necessary tracking with regards to course offerings.
• Ensure all scheduled classes have appropriate level instructors assigned and notification and confirmations are in place prior to the class occurrence.
• Coordinates course paperwork, including preparing rosters and other necessary documents ahead of class, ensuring all documents are complete and accurate upon class completion, tracking issuance of course completion documents, and scanning/maintaining paperwork in training files to ensure compliance.
• Assists Paramedic Program Director as directed with complying with CoAEMSP standards
• Assists as directed with OEMS ATI accreditation documentation
• Register courses with appropriate regulatory agencies to ensure courses have proper continuing education approval
• Serves as a liaison between all education partners for contract education, and between the Clinical Education Center, education partners and contracted education, internal clinical and other departments to facilitate effective communication and workflow.
• Creates, updates and maintains all employee educational files, databases and filing systems to ensure easy retrieval and distribute documentation to required departments.
• Assists in scheduling employee remediation session in conjunction with the Director of Quality Assurance or his/her designee
• Manages purchase of supplies for CEC
• Assist in the preparation, production and distribution of reports for budgeting, enrollment, presentations, and correspondence for the CEC.
• Support the onboarding process by preparing necessary documentation and training materials, reserving classrooms, scheduling and follow up of required coursework completion.
• Maintains CEC training equipment is accounted for and properly maintained in conjunction with manufacturers' recommendations.
• Complete credential verification for new hires and annual renewals.
• Ensuring credentials are verified on or prior to the expiration as required.
• Documenting verified non-renewals and completing required communications and associated documentation to ensure all responsible parties are advised in a timely manner.
• Assists in sending notifications prior to renewal, and follow up notices and related communications, and/or lists as required.
• Assist with audit preparation and preparing documents for information requests from regulatory bodies as needed.
• Maintains knowledge of and complies with all company policies, procedures, and guidelines at all times.
• Must maintain a reliable attendance record
• Completes other duties as requested and assigned

Education:

• High school diploma or equivalent;
• Associate's degree or equivalent working experience preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational skills with the ability to manage multiple priorities effectively.
• Excellent written and verbal communication skills.

Licensure, Certification, Registration:

• EMT or related Healthcare certification preferred
• Certified in Microsoft applications such as Excel, power point, etc. preferred

Experience:

• 2 years of administrative experience, preferably in a clinical, healthcare, or quality assurance environment.
• Experience working in Education services within the healthcare industry.
• Familiarity with regulatory standards such as OEMS, DPH and associated guidelines.
• Knowledge of electronic document management systems and electronic recordkeeping.
• Certification in administrative support is a plus.
• Ability to work independently and as part of a multidisciplinary team.
• Minimum of 2 years of experience with computer systems required, including web-based applications and some Microsoft Office applications preferred.

Knowledge, Skills and Abilities:

• Strong organizational abilities are essential for managing schedules, preparing documentation, and maintaining accurate records on a daily basis.
• Effective communication skills enable the assistant to coordinate between clinical and QA teams and other departments, ensuring clear and timely information exchange.
• Attention to detail is critical when handling regulatory documents and audit preparations to maintain compliance and avoid errors.
• Communicate effectively, both verbally and in writing; ability to understand and carry out verbal and written instructions.
• Analytical skills to gather and interpret data
• Ability to exercise sound judgment and discretion at all times
• Preferred skills like familiarity with regulatory standards and electronic document management systems enhance the assistant’s ability to support specialized clinical and QA processes efficiently. Together, these skills ensure the administrative functions contribute to the overall success and compliance of clinical and quality assurance operations

Requirements:

• Must be 18 years of age
• Ability to meet the essential duties and physical, mental and sensory requirements of the position at all times.
• Comply with UDS drug screening at any and all times
• Satisfactory background check and MA CORI (Criminal Offender Record Information), verification may be required annually.
• Verification of an acceptable motor vehicle driving record, verification may be required annually.

Physical Requirements:

The physical demands described here are representative of those that must be met and maintained by an employee to successfully perform the essential functions of the job. The position requires significant physical strength, dexterity and the ability to function in very adverse environments. This job requires:

Physical Requirements

• Stationary Position: Frequently required to sit for long periods at a desk.
• Manual Dexterity: High level of finger dexterity to operate computers, calculators, and office machinery.
• Handling/Reaching: Frequent need to reach with hands/arms, handle files, and feel objects.
• Lifting/Moving: Ability to lift, carry, or move documents, files, or office equipment (typically up to 10-25 pounds).
• Movement: Intermittent walking, standing, bending, or stooping to access files

Mental/Cognitive Requirements

• Organization: Exceptional organizational and time-management skills to handle daily tasks.
• Attention to Detail: Ability to input data accurately and read fine statistical reports.
• Communication: High-level verbal and written communication skills, including professional telephone etiquette.
• Problem-Solving: Ability to manage deadlines and resolve issues

Sensory Requirements

• Vision: Close vision, peripheral vision, depth perception, and ability to adjust focus to read computer screens and printed documents.
• Hearing: Ability to hear and understand speech in person and on the telephone.
• Speech: Ability to communicate clearly in person and via phone.