Administrative Assistant - Staff Development and Training

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Keck Center

National Academies of Sciences Engineering Medicine

<br /><br />The National Academies of Sciences, Engineering, and Medicine provide independent, objective advice to inform policy with evidence, spark progress and innovation, and confront challenging issues for the benefit of society. We marshal knowledge and expertise across disciplines to study complex and sometimes contentious issues, reach consensus based on the evidence, and identify the best path forward.

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Full time


Overview: <strong>Req. No.: R0001870</strong><br /><br /><strong>JOB SUMMARY:</strong><br />Provides complex administrative and staff support services for the training function of the organization. Organizes and coordinates training events by scheduling room reservations and/or web links, maintaining training calendar, compiles and distributes instructional materials, and entering necessary data into the learning management system. Serves as the primary support staff member for training team clerical activities, such as organizing digital and paper files, document retention, and monitoring and recording training enrollment. Assists with writing promotional materials to market available courses and programs. Prepares reports and maintains records. May assist with vendor management.<br /><br /><strong>About Staff Development</strong><br />The Staff Development Program (SDP), part of the Office of Human Resources, provides training, education assistance, and workplace learning opportunities to all National Academies&rsquo; employees. SDP strives to deliver solutions that optimize individual, team, and organizational performance.
Responsibilities: <ul> <li>Performs a variety of functions within the learning management system, such as monitoring upcoming training enrollment data; creating and deleting temporary accounts; adding and removing users to rosters; retrieving and submitting rosters; creating and distributing deep links; creating and maintaining playlists; adding videos and materials; creating and editing training sessions; running simple reports; and editing email notifications.</li> <li>Maintains the master training calendar. Monitors training inbox and answers first-level employee questions on training activities. Provides scheduling assistance for training team meetings.</li> <li>Processes training room reservation requests. Plans and coordinates room reservations and other logistics for training events, including arranging for instructor access and parking, and escorting instructors when on-site. Prints rosters and name tents for in-person training. Ensures that training spaces are clean and well-organized. Creates links for virtual instructor-led training.</li> <li>Compiles instructional materials, proofreading or providing feedback as needed. Coordinates the production and distribution of instructional materials, such as student workbooks. Prints and disseminates certificates for training completion. Tracks employee form submissions.</li> <li>Serves as a producer for virtual instructor-led training, providing tech support and chat monitoring. Sets up interactive elements such as polls and breakout rooms</li> <li>Sends reminders and/or follow-up emails to training participants as needed.</li> <li>Assists with training marketing and communication activities. Maintains and updates training intranet pages.</li> <li>Assists in coordinating and tracking consultant agreements, proposals, and invoicing.</li> <li>Maintains direct knowledge of institutional policies and procedures affecting the unit&rsquo;s work and ensures assignments are carried out in accordance with these policies and procedures. Serves as a resource on National Academies&lsquo; policies, procedures, and practices. Serves as point of contact for the training function.</li> </ul> <strong>NONESSENTIAL JOB DUTIES</strong><br /> <ul> <li>Related duties and special projects as assigned.</li> </ul>
Requirements: <p><strong>Required Knowledge, Skills, and Abilities:</strong>&nbsp;Ability to prioritize work and the flexibility to change directions as the job dictates. Ability to solve problems using selection and application of extensive procedures, precedents, and rules. Ability to operate with some latitude for independent judgment and action. Ability to work successfully in a team environment. Experience working in complex environments with a high degree of organizational effectiveness. Ability to develop relationships with co-workers and employees in other National Academies&rsquo; departments through effective communication. Excellent communication skills with a proven ability to effectively interact with all levels of employees. Proficiency and accuracy in data entry and organizational tasks, particularly with Microsoft Office applications Word, Excel, and PowerPoint.</p> <p>Preferred knowledge, skills, and abilities: experience working in corporate training programs; familiarity with learning management systems, specifically Cornerstone; HTML and graphic design experience.</p> <p><strong>Minimum Education/Training Requirements:</strong>&nbsp;High school diploma, GED, or equivalent knowledge.</p> <p><strong>Minimum Experience:&nbsp;</strong>Six years of administrative or clerical experience.</p> <p><strong>Physical Capabilities:</strong>&nbsp;Ability to work at a computer for extended periods of time.</p> <p><strong>Required Licenses, Certification or Registration:&nbsp;</strong>None.</p> <p><strong>Supervisory Responsibilities/Controls:</strong>&nbsp;Reports to Training Director. Supervisor is available to set priorities and objectives and assist in problem resolution.</p>