Training Specialist/Administrative Assistant (Temp)

Job Summary: As the Training Scheduler and Administrative Assistant, you will play a crucial role in coordinating training sessions, managing schedules, and providing administrative support to ensure the smooth operation of the organization. You will be responsible for scheduling training sessions, maintaining training records, assisting with administrative tasks, and supporting various departments as needed.

Responsibilities:

1. Training Coordination:

   • Schedule training sessions for employees based on availability of trainers, participants, and facilities.
   • Communicate training schedules, locations, and requirements to participants and trainers.
   • Coordinate logistics for training sessions, including room setup, equipment, materials, and catering if necessary.
   • Maintain training calendars and records to track attendance, completion, and feedback for each training session.

2. Training Documentation:

   • Prepare training materials, handouts, presentations, and other resources as needed.
   • Assist in the development and maintenance of training manuals, guides, and online resources.
   • Ensure accurate and up-to-date documentation of training activities, including participant lists, evaluations, and certifications.

3. Administrative Support:

   • Provide administrative support to various departments, including scheduling meetings, managing calendars, and coordinating travel arrangements.
   • Assist with data entry, filing, and record keeping tasks to maintain organized and efficient office operations.
   • Handle incoming calls, emails, and inquiries, and redirect them as appropriate.
   • Prepare and distribute correspondence, reports, and presentations as requested.

4. Filing and Record Management:

   • Maintain electronic and physical filing systems to ensure easy retrieval and storage of documents.
   • Organize and categorize documents, records, and files according to established guidelines.
   • Ensure compliance with data protection policies and regulations when handling sensitive information.

5. Communication and Coordination:

   • Serve as a point of contact for training-related inquiries and requests from employees, trainers, and external vendors.
   • Liaise with department managers and supervisors to identify training needs and schedule appropriate sessions.
   • Collaborate with HR and other departments to ensure training requirements are met and compliance with relevant policies and regulations.

Qualifications:

• High school diploma or equivalent (Associate's or Bachelor's degree preferred).
• Proven experience in scheduling, administrative support, or related roles.
• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Strong attention to detail and accuracy in data entry and record keeping.
• Proficiency in MS Office suite (Word, Excel, PowerPoint, Outlook) and scheduling software.
• Excellent communication and interpersonal skills, with the ability to interact professionally with employees at all levels.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Flexibility and adaptability to changing priorities and responsibilities in a fast-paced environment.

Conclusion: The Training Scheduler and Administrative Assistant role is essential for ensuring effective training coordination and administrative support within the organization. By managing training schedules, maintaining documentation, and providing general administrative assistance, you will contribute to the overall efficiency and productivity of the company.

Monday-Friday 7am-3:30pm 

Temp approximately 4-6 months