Administrative Specialist

Job Posting

Pay : $24.00 per hour DOE

Onsite

The successful candidate should be able to multi-task, require minimum direct supervision, be customer service focused, has good time management skills, accuracy in using reporting applications (Excel, Words, Power BI, Teams etc.). This role involves internal and external communications (verbal & written), the candidate should be comfortable with grammar checking.

Tasks :

• Run / Track / Submit Reports
• Send New Hires and Progression emails
• Order / Support cleanup of meals, coffee and snacks
• Order Office Supplies / materials
• Enter Registration / Completion Create Classes in Learning Management System
• Plan / Prepare / Setup materials for classes daily working with Trainers to identify any printing material / training supp
• Manage and respond to correspondence in the training department emailbox
• Manage Excel Training Calendar (Schools)
• Create Classes in LMS
• Facilitate / Support New Hire Orientation
• Onboard New Employees
• Process Invoices
• Enter / Maintain Facility Requests
• Participate in TC Peer Team
• Administer / Track Veterans Benefits
• Provide MyLearning System Support
• Assign Classes / Curriculum in MyLearning
• Coordinate IT Support
• Assist with Team Sites utilization
• Support Rodeo Effort
• Participate in Training / Committees / Special Teams as applicable

Behaviors :

The work is performed under general supervision and is reviewed upon completion for adequacy in meeting objectives and soundness of technical judgment. The successful candidate will provide administrative support with payment of invoices and general billing practices, scheduling and communicating training, logistical support (shipment and tracking of training aids, print shop, securing vehicles, room reservations, meals order and set-up and clean-up, etc.), and assist with maintaining certifications and the associated expirations. This individual will assist with corporate and regulatory compliance records and reporting.

The position will require keen attention to detail, strong communication skills (written and verbal), and the ability to partner with customers, team members, SMEs, vendors both internal and external. The ideal candidate will demonstrate the ability to present creative solutions, and the ability to understand how to orient tasks to create efficient work flow in the parameters established by the Customer Delivery Training Organization.

Serves as Learning System, CDL and VA Third-Party Management Systems and SharePoint administrator for Craft Learning and Tool Services. Serves as single-point-of-contact and as centralized coordinator for collection and entry of training information into systems (LMS, SharePoint, etc.). Ensures information is entered timely and accurately. Schedules instructors, classes, facilities, and coordinates with vendors as needed. Supports basic work activities in order to comply with health or safety laws, regulations and corporate requirements. Conducts audits of LMS and Third-Party Management System data to ensure its completeness and integrity. Provide trending of data and provide reports to manage and function successfully.

Tracks and maintains applicable Training Matrix, conducting audits as needed. Works with Customer Delivery Training team, professionals, site locations, learners, and contractors / vendors to ensure the successful and effective execution of training classes to ensure compliance with the Matrix. Tracks corrective actions to ensure status updates are appropriately entered and closed.

Develops and provides enterprise-wide Craft Learning and Tool Services communications, trend training data within the LMS and related tools, analyze data and identify emergent trends, summarize data and provide reports to applicable team, managers and executives as needed.

Effective communication (both oral and written) and interpersonal skills with a customer-oriented focus. Demonstrated ability to communicate effectively both internally and externally Inclusive of communications from Training (Manager / Team)

Demonstrate proficiency with MS Office tools (Excel, Outlook, Word, TEAMS, Power Point, Power BI, Webinar, etc.) and the Adobe Suite Strong experience in Excel as a Power User