Administrative Specialist
Job Title: Administrative Specialist
Location: Durham, NC, (Hybrid schedule with at least 1 day on site monthly)
Position Type: Full-Time, Non-Exempt (40 hours per week)
Reports to: Nursing Manager
Background:
Family Connects International (FCI) is an independent 501c3 non-profit, providing training and technical support for the implementation of the evidence-based Family Connects Model, developed at Duke University. Family Connects (FC) is a community-based program supporting new parents in caring for their newborns, offering physical assessments of the postpartum person and infant, addressing questions about caring for a newborn, providing supportive guidance, and helping them access any needed community services or resources.
Occupational Summary:
FCI is seeking a customer service- and detail-oriented Administrative Specialist to join our team. The Administrative Specialist will play a crucial role both as FCI Board Liaison and in planning and organizing virtual training programs and technical assistance meetings for nurses across the United States. As Board Liaison, the Administrative Specialist will facilitate meeting planning and administrative duties for the Board. In addition, the FCI nursing team develops content for all training and conducts all training and leads all meetings. Most are held synchronously, with our trainers joining live at the same time as our participants, while increasingly we are also offering asynchronous offerings that will be housed in our learning management system (LMS). The Administrative Specialist will manage the logistics for these offerings.
Key Deliverables:
1. Logistics and Coordination:
a. Schedule all meetings and travel arrangements for the FCI Board of Directors.
b. Coordinate logistics for virtual training sessions, including arranging trainers for webinars and meetings, scheduling the webinars and meetings, and disseminating the invites to the webinars and meetings.
c. Maintain training calendars and ensure trainers and trainees are aware ofall events and any changes.
d. Send out reminders, recordings, handouts, and attendance certificates after each event.
e. Maintain log of all events, including attendance data for participants and trainers.
f. Other duties as assigned.
2. Technology Management
a. Troubleshoot technology issues and provide support to both trainers and participants during training sessions and meetings.
b. Provide technical support to users accessing training materials through the Learning Management System (LMS).
c. Collaborate with our IT specialist as needed for additional technical assistance.
3. Learning Management System
a. Input training materials and content into the LMS for easy access and navigation by participants.
b. Monitor and report LMS usage and course completion data, making recommendations as needed.
4. Evaluation and Reporting
a. Send out surveys after each training activity.
b. Maintain records of current Family Connects nurses, trainees, and evaluation data.
c. Provide regular reports of data to the nurse manager.
5. Collaboration and Communication
a. Communicate effectively with participants, trainers, and other teams to ensure a seamless and positive training experience.
b. Attend Board meetings, take minutes using the approved template, and distribute after each meeting. Some meetings take place during evening hours, typically 5-6pm. Most meetings are virtual, but occasionally meetings will be in-person.
c. Manage Outlook distribution lists, Teams Channels, and Sharepoint pages.
d. Other duties as assigned.
Required Qualifications:
• Associate degree, preferably in a related field (education, public health, etc.).
• Experience coordinating virtual training programs and/or meetings, preferably in health care or nonprofit settings.
• Advanced proficiency using Microsoft Office Suite (Outlook, SharePoint, TEAMS, PowerPoint, Excel) and Zoom to organize data and conduct virtual meetings.
• Strong organizational and project management skills.
• Excellent communication, interpersonal skills, and customer service skills.
• Ability to work independently and collaboratively in a fast-paced environment.
Preferred Qualifications:
• Bachelor’s degree in relevant field (education, public health, etc.).
• Experience using an LMS system to input and manage training materials, specifically iSpring, or
• Experience taking meeting minutes, or
• Executive administrator experience.
Physical Requirements:
• Extended sitting (up to 8 hours per day).
• Keyboarding
• Ability to work in different (changing) locations.
• Ability to move or lift at least 50 pounds.
• Ability to climb stairs.
• Ability to perform duties in an active environment with changes in climate and noise level.
• Requires regular kneeling, bending, and sitting on the floor.
• Drive in all types of weather.
• Ability to travel in air, train, and car up to 15%.
Pay Band:
$ 50,000-60,000 per year based on experience
How to Apply:
Submit a resume to bonnie@familyconnects.org. Please include “Administrative Specialist Application- [Your Name]” in the subject line.
At Family Connects International, great ideas are generated by interdisciplinary teams. We support a collaborative environment and value teammates with different ideas, experiences, and perspectives. We believe that having a diverse team makes FCI a more innovative and impactful place to work, and we strive to make FCI a welcoming and inclusive place for all. We do not discriminate on the basis of race, religion, age, sex, national origin, disability status, sexual orientation, or gender identity or expression. FCI is an equal opportunity employer, and we strongly encourage people from diverse racial, ethnic, and cultural backgrounds, LGBTQ+ individuals, and people with disabilities to apply.