Continuing Education Assistant

Under the general supervision of the Continuing Education Supervisor, Continuing Education Assistant, assists the Continuing Education Supervisor at Saginaw County Community Mental Health Authority (SCCMHA) in the management of the Continuing Education network functions. The Continuing Education Unit Assistant serves as a key administrative and technical support role within SCCMHA’s Continuing Education department. As assigned by the Continuing Education Supervisor, this position functions as one of the administrators for the Continuing Education training database or Learning Management System (LMS), supporting system configuration, automation, data integrity, and audit readiness while ensuring alignment with state, regulatory requirements including license requirements for those that hold professional licenses. The role is responsible for coordinating and managing continuing education events, maintaining training records and course catalogs, tracking staff and provider training requirements, and supporting compliance for professional continuing education credits. Additionally, this position provides comprehensive logistical, clerical, and technical support for in-person and virtual training activities, assists with special projects, and ensures continuity of operations when supervisory staff are unavailable. The role requires a high level of organization, attention to detail, customer service, and collaboration while upholding SCCMHA’s mission, vision, core values, and operating principles.This position will be knowledgeable about and actively support culturally competent recovery based practices; person centered planning as a shared decision making process with the individual, who defines his/her life goals and is assisted in developing a unique path toward those goals; and a trauma informed culture of safety to aid persons served in the recovery process. 

ESSENTIAL DUTIES AND RESPONSIBLITIES:

1. Serves as a database or Learning Management System (LMS) Administrator for Continuing Education, supporting the Continuing Education Supervisor with system configuration, workflow automation, course setup, user access, troubleshooting, and ongoing system maintenance across multiple LMS platforms.
2. Maintains, and manages database or LMS training categories, course catalog content, course visibility, and credentialing structures to ensure accuracy, consistency, and accessibility for SCCMHA staff, providers, and community partners.
3. Provides live training database or LMS navigation, orientation, and training sessions, in person and virtually, for new users and departments, ensuring effective system use and adherence to training requirements. 
4. Performs advanced information and data management functions, including collection, tracking, analysis, and reporting of continuing education and training data using LMS platforms and business software such as Microsoft Word, Excel, Publisher, Sentri, Relias LMS, Mental Health First Aid Connect LMS, MCOLES, and Survey Monkey. Supports the Continuing Education Manager by ensuring LMS data accuracy, audit readiness, and compliance with state, payer, and credentialing requirements through detailed monitoring, documentation, and reporting of professional continuing education credits, including CME, Child Diagnostic, Social Work, and MCBAP-specific credits. 
5. Supports the Continuing Education Supervisor with the tracking and monitoring of employee training requirements, ensuring compliance with internal policy, provider contracts, licensure expectations, and regulatory agency standards. 
6. Creates, updates, and maintains the Continuing Education event calendar for the SCCMHA clinical network and community partners, coordinating schedules and minimizing conflicts across multiple training initiatives. Upon Continuing Education Supervisor approval, coordinates and finalizes in-state and out-of-state training and travel arrangements for SCCMHA staff in accordance with established Conference and Training Request policy and workflows. 
7. Assists with and independently manages special projects and initiatives related to continuing education, training systems, and data reporting as assigned by the Director of Network Services and Public Policy.
8. Monitors and documents compliance requirements at Social Work continuing education events, including both in-person and virtual trainings, ensuring adherence to credentialing and licensure standards. 
9. Provides logistical and operational support for training events serving individuals with severe mental illness and developmental disabilities, including preparation, coordination, and on-site or virtual assistance. 
10. Provides assistance to Supervisor, speakers, presenters, and trainers before, during and after training events with the knowledge that multiple events occur during the same time period and ensures requested equipment and materials are in place well in advance of the start of events.
11. Independently addresses situations requiring immediate attention or decision-making when the Continuing Education Supervisor is unavailable or when authority has been delegated. 
12. Communicates identified issues, trends, and departmental needs with the Supervisor to ensure appropriate services, support, and resolutions are provided to providers, presenters, staff, and visitors. 

1. Provides general clerical, administrative, and office support (copying, faxing, filing, correspondence) using a collaborative, team-based approach in support of department operations. Provides technical assistance and troubleshooting to SCCMHA network staff related to LMS platforms, virtual training tools, and online educational resources as needed. Accesses, manages, and coordinates multiple external databases and systems outside SCCMHA to support conference registrations, credential tracking, and training requests for board-operated staff. 
2.  Consistently adheres to and supports the mission, vision, core values, and operating principles of SCCMHA in all job duties and interactions.

INCIDENTAL DUTIES AND RESPONSIBILITES:

The following duties are representative and are not intended to be all‑inclusive:

1. Performs general office and administrative functions in support of continuing education operations, including electronically preparing and processing travel documentation, copying and scanning documents, preparing, and uploading electronic training materials, filing records, and maintaining electronic and paper files in accordance with established procedures.
2. Provides logistical support for continuing education activities, including assisting with scheduling, preparation of materials, participant communications, and coordination of routine training-related tasks.
3. Assists with event coordination and operational support for continuing education programs, including providing administrative and technical assistance to trainers and presenters before, during, and after training events, both in-person and virtual.
4. Attends in-service training, seminars, conferences, and workshops as assigned to maintain job-related knowledge, skills, and required competencies.
5. May represent the Supervisor at meetings as assigned and may receive, screen, respond to, or appropriately refer telephone calls, correspondence, and other communications in accordance with established guidelines.
6. Demonstrates flexibility in responding to changing priorities and performs other related duties as assigned that are consistent with the classification and scope of the position.
7. May be required to travel to off-site work locations in support of continuing education and training activities, consistent with agency policy and applicable provisions of the collective bargaining agreement.
8. May be required to work a flexible schedule, including adjusted start and end times, to accommodate training schedules and operational needs, in accordance with applicable SEIU collective bargaining agreement provisions.

(The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all duties and responsibilities required of personnel so classified.)

REPORTING RELATIONSHIPS:

Reports to: Continuing Education Supervisor

Supervises: None

WORKING CONDITIONS/ENVIRONMENT:

Works in clinical office environment with usual pressures of time constraints and stress from long periods of computer use. May require travel to multiple locations, sometimes in bad weather.

QUALIFICATIONS:

Education: Bachelor’s degree is required. An academic concentration in human services, healthcare administration, database administration, computer information systems, information technology, or another closely related field is preferred. Coursework or formal training in general business, office management, business administration, computer science, database administration, computer information systems, learning management systems, or related technical disciplines is desirable and directly related to job duties. An equivalent combination of education, training, and experience may be considered. This may include relevant college coursework or business/technical training accompanied by a minimum of three (3) to five (5) years of progressively responsible administrative, technical, business, or database administration experience, preferably within a healthcare, human services, or continuing education environment.

Experience: Three (3) years of experience working in social work, education, healthcare area, or related field. Must have extensive and recent experience in executive secretarial duties, professional office experience, including reporting directly to all levels of management and working with all levels of the organization including the public. Demonstrated experience performing advanced administrative and technical support functions, including work involving multiple information systems, data tracking, reporting, and coordination across departments. Experience providing administrative or technical support at multiple organizational levels, including regular interaction with leadership, management, professional staff, providers, and external partners. Demonstrated experience in data management or system administration, including maintaining accurate records, generating reports, monitoring data integrity, and supporting audit or compliance-related activities. Demonstrated competency providing user navigation and technical support for computer-based systems, including Learning Management Systems (LMS), databases, and other enterprise platforms. Proficiency in the use of computer software and applications, including Microsoft Office Suite (Word, Excel, Publisher), data and reporting tools, and extensive use of web-based applications and internet-based systems.

Licenses and Certifications: Valid Michigan Driver’s license with a good driving record.

Knowledge, Skills, and Abilities:

1. Knowledge of the continuum of services provided by SCCMHA and a working knowledge of SCCMHA policies and operational requirements as they relate to continuing education and training functions. 
2. Ability to plan, organize and prioritize assigned work and projects, and to perform duties independently within established policies, procedures, and guidelines.
3. Ability to communicate effectively in both oral and written form with staff, providers, instructors, and external partners. 
4. Ability to accurately organize, maintain, track and report data and information using established systems and tools.
5. Ability to identify routine problems, evaluate relevant information, and apply established procedures to resolve issues or elevate concerns as appropriate.
6. Ability to exercise independent and mature judgment consistent with job responsibilities while following organizational policies and supervisory direction.
7. Working knowledge of office practices and computer operations, including use of the Microsoft Office Suite (Word, Excel, Publisher), databases, Learning Management Systems (LMS), and virtual training or meeting platforms; ability to apply appropriate typing, spelling, and grammar skills. 
8. Ability to interact with staff, providers, and the public in a professional, courteous, and respectful manner, including the ability to respond appropriately to individuals who may be upset or frustrated. 
9. Ability to represent the department and SCCMHA in a professional manner that supports positive working relationships with internal and external stakeholders.
10. Ability to work effectively with culturally diverse staff, providers, and populations in accordance with SCCMHA policies and applicable standards. 
11. Ability to maintain confidentiality and handle sensitive information in compliance with organizational policies, regulations, and legal requirements

Physical/Mental Requirements: 

1. Ability to communicate effectively with others, including sufficient hearing acuity to converse in person, participate in meetings, and communicate via telephone or virtual platforms.
2. Visual acuity sufficient to read, review, and proof documents, view computer screens, and work with electronic information systems for extended periods of time. Ability to sit, stand, and move about the work environment for extended periods of time, as required by assigned duties, including attendance at training events. 
3. Manual dexterity sufficient to operate standard office equipment, including computers, keyboards, printers, copiers, audiovisual equipment, and other related tools. 
4. Ability to lift, carry, and move files, training materials, and supplies weighing up to approximately 20 pounds, with or without reasonable accommodation. 
5. Interpersonal skills sufficient to interact professionally and effectively with leadership, employees, providers, community partners, and members of the public. 
6. Cognitive and analytical ability to collect, review, and interpret information; analyze data; follow detailed procedures; identify issues; and apply established processes to resolve problems or refer them appropriately.
7. Ability to plan, organize, and manage time effectively to meet deadlines, coordinate multiple activities, and support concurrent training events. Ability to work in a fast‑paced environment and manage routine work-related stress associated with deadlines, shifting priorities, and interaction with a large number of employees, providers, and/or persons served. 

(Listed qualifications are for guidance in filling this position. Any combination of education and experience that provides the necessary knowledge, skills, and abilities will be considered; however, mandatory licensing or certification requirements cannot be waived. Physical/mental requirements cannot be waived unless specifically indicated.)