Administrative Analyst Learning and Development

NCTD; Oceanside (CA); On-site; USD 52,000 - 76,000; Full time

Job summary

NCTD in Oceanside, CA seeks an Administrative Analyst – Learning and Development to provide advanced administrative support to the L&D department. The role emphasizes independent problem solving, collaboration across districts, and ensuring learning data integrity.

The ideal candidate has a Bachelor's degree and at least 3 years of relevant experience, preferably in public sector or transportation contexts, with strong communication and analytical skills. Travel to multiple sites may be required.

Qualifications

• Bachelor’s degree in organization development, business administration, management, public administration, IT or related field.
• Minimum of three years directly relevant experience, preferably in the public sector/transportation/engineering/construction.
• Experience as a Learning Management System Administrator or super-user highly desired.
• Strong written and oral communication skills with ability to collaborate across departments.

Responsibilities

• Perform a wide range of technical, analytical, and general administrative duties.
• Coordinate, implement, monitor tasks and projects; research new programs and prepare reports.
• Identify process and quality improvement opportunities and provide actionable feedback.
• Collaborate with training, HR, and departmental staff on training needs and talent development.
• Support curriculum development, training content, and LMS administration including course assignment and tracking.
• Develop and update standardized tools, generate regular and custom reports, and ensure access to learning data.
• Manage course revisions, history, and serve as escalation point for IT or LMS vendors.
• Assist with audits, policies, and responding to information requests; prepare records and databases.
• Assist with PowerPoint, Excel, charts/graphs, and other applications as needed.

Skills

Interpersonal skills

Written and oral communication

Analytical thinking

Research and analysis

Problem solving

Education

Bachelor's Degree in related field

Tools

Microsoft Office Suite

Job description

Under general direction from the Director of Learning and Development, the Administrative Analyst – Learning and Development performs a variety of complex administrative support tasks in support of the Learning and Development Department.

Distinguishing Characteristics

This position is distinguished as an intermediate-level position that exercises judgment within guidelines and to independently provide management with the expertise necessary to identify, evaluate, and resolve administrative problems. Additionally, this position requires direct interaction with members of all departments at the District. They must have excellent interpersonal skills, with an emphasis on strong written and oral communication skills, to achieve successful results working closely with internal and external customers.

Supervision Received and Exercised

This person reports to theDirector of Learning and Developmentand receives information from and/or professional staff within their Division/Department. They exercise no direct supervisory authority but are required to collaborate with all District personnel. Further, this position is expected to participate in the sharing of expert knowledge and as a vital member of various project teams that may be instituted.

Working Conditions

Normal working conditions for this position are in both an office and field setting. Business travel may be required periodically between District sites, consultants’ facilities, and other locations as required.

Essential Functions:

Duties include, but are not limited to, the following:

• Performs a wide range of technical, analytical, and general administrative duties.
• Coordinates, implements, and monitors assigned tasks and projects within assigned area of responsibility; performs research and analysis of new programs, services, policies, and procedures; prepares and presents reports.
• Identifies and communicates opportunities for process and quality improvements, providing feedback on suggested enhancements.
• Collaborates with training, human resources, and departmental staff as appropriate regarding training needs and opportunities for the expansion of talent development within the organization.
• Responsible for supporting the department with development of curriculum, training content, and learning modules as well as assigning learners to courses, uploading course materials into the Learning Management System, and tracking training participation and completion aligned to business needs including mandatory compliance training and initiatives.
• Develops and updates standardized tools and reporting, audits and reports out regularly, monitors to ensure ongoing access to learning information across the organization, generates standard and custom reports.
• Manages tracking of course revisions and history.
• Serves as point of escalation for support issues, which may include interaction and/or coordination with NCTD IT staff, the LMS vendor, and other vendor support services.
• Updates policies, procedures, and manuals as directed.
• Coordinates department responses to audits, Public Records Act requests, and other requests as needed under direction of theDirector of Learning and Development.
• Gathers, organizes, and analyzes information, arrive at sound conclusions, and synthesize concepts.
• Prepares and maintains accurate records, files, and databases for electronic and manual file systems according to compliance requirements.
• Acts as a department resource including but not limited to assisting with PowerPoint presentations, Excel spreadsheets and charts/graphs, and various computer program applications.
• Performs other related duties as assigned.

Education/Experience

• Bachelor’s Degree in organization development, business administration, management, public administration, information technology or a related field.
• Minimum of three (3) years directly relevant experience, preferably in the public sector, transportation, engineering, and construction industry.
• Experience as a Learning Management System Administrator or super-user highly desired.

A combination of experience/skills and education to fulfill the requisite knowledge, skills and abilities for this position may be considered.

Licenses/Certifications

• Possession of and the ability to maintain a California driver’s license, Class C, with less than 6 points in the preceding 36 month period, and no DUIs in the prior 7 years.
• Maintain compliance with the District’s policy regarding Conflict of Interest and Ethics.
• Must be able to obtain and maintain annual access to the Marine Corps Camp Pendleton Base.

General Requirements

• Strong knowledge of technical skills including troubleshooting, and understanding of directory, file structures, and systems
• Ability to work effectively under pressure, multi-task, and organize workflow to deliver high-quality products within established deadlines.
• Ability to review documents for grammar, spelling, and style and ensure that written material is clear, consistent, complete, grammatically correct, and accessible.
• Ability to troubleshoot and resolve technical issues.
• Exceptional relationship-building skills to deal effectively with individuals at all levels of responsibility and authority, and a variety of constituent groups including management, agencies and vendors.
• Exceptional written and oral communication skills.
• Demonstrated proficiency with report writing and presentation development.
• Demonstrated above-average proficiency in computer software programs, particularly the Microsoft Office Suite.
• Familiarity with electronic record keeping systems and/or databases.

Physical Requirements

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee must possess the ability to use the phone and computer for extended periods, manual dexterity to complete clerical functions and work with office equipment and lift equipment up to 25 pounds. The employee must be able to hear, see, and communicate verbally to exchange information. The employee must be able to physically travel between District locations and other destinations, work in evenings when required, work in hazardous conditions, and negotiate a variety of different and irregular terrain as is typical along a railway right of way. The employee may be subject to fumes, odors, dusts, gases, chemicals. The employee must be able to walk, climb, balance, bend, carry, push, reach, sit, and stand.

Machines / Tools / Equipment

• Ability to operate a personal computer and Microsoft Office Suite programs.
• Ability to operate standard office equipment, including a copy machine, and telephone.

A job offer is contingent upon the successful completion of a pre-employment drug screen and background check.

NCTD is an Equal Opportunity Employer. NCTD will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if NCTD is concerned about conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting the Civil Right’s Department Fair Chance Act webpage.