Administrative Assistant – Training Operations

Mavensoft Technologies, LLC.; Clinton (TN); Hybrid; USD 36,000 - 54,000; Full time

Job summary

Clinton Training Institute in Clinton, Tennessee, seeks an Administrative Assistant for Training Operations to support daily administrative and training activities. The role covers staff, students, instructors, and visitors, with hybrid work and travel requirements.

Responsibilities include enrollment management, course scheduling, record-keeping, and logistics for training delivery. Proficiency in MS Office and ACADIS is essential, with strong communication and organizational skills.

Qualifications

• Proven experience in customer service and administrative support.
• Strong proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Excellent organizational and time management skills to meet strict deadlines.
• Superior communication and interpersonal skills to collaborate with stakeholders.
• Previous experience in administrative services within a training environment is advantageous.

Responsibilities

• Provide administrative and operational support for training programs, personnel, and facilities.
• Serve as a primary contact for students, instructors, and visitors, handling inquiries and check-ins.
• Manage student enrollment, registration, course creation, and training records in ACADIS, including data entry and user accounts.
• Coordinate training schedules, class rosters, attendance, and completion records.
• Provide logistical support for training courses, including materials, technology setup, and instructor assistance.
• Prepare and maintain correspondence, training announcements, certificates, reports, and purchase orders.

Skills

Administrative Support

Training Coordination

Training Management System

Facility and Resource Coordination

Basic IT and AV Support

Customer Service

Scheduling and Organization

Microsoft Office Suite

Tools

ACADIS

SharePoint

Adobe

Job description

• Clinton, TN

Role: Administrative Assistant – Training Operations

Duration: Long Term

Location: Clinton, TN (Hybrid – 3 Days a week)

Note: This role requires travel

Key Skills:

• Administrative Support: Office administration, correspondence, documentation, scheduling, and daily operational support
• Training Coordination: Course scheduling, class rosters, instructor coordination, classroom preparation, and training logistics
• Training Management System: Student enrollment, course creation, attendance tracking, completion records, user accounts, and data entry
• Facility and Resource Coordination: Inventory, supply ordering, purchase requests, maintenance requests, and classroom readiness
• Basic IT and AV Support: Troubleshooting classroom technology, audiovisual equipment, office equipment, and training platforms
• Customer Service: Handling phone calls, inquiries, student check-ins, instructor requests, and visitor support
• Scheduling and Organization: Managing competing priorities, deadlines, calendars, and multiple training programs
• Microsoft Office Suite: Excel, Word, Outlook, and PowerPoint for spreadsheets, reports, emails, and training documents

Job Overview:

Join our dynamic team as an Administrative Assistant for Training and provide comprehensive administrative and operational support for the Institute’s training operations and East Tennessee Training Facility located in Clinton, TN. This individual serves as a primary administrative point of contact for staff, students, training participants, instructors, and visitors while coordinating a wide range of training, records, technology, facility, and customer-service functions.

Responsibilities:

• Provide comprehensive administrative and operational support for TCI’s training programs, personnel, and facilities to ensure efficient daily operations.
• Serve as a primary point of contact for students, instructors, agency personnel, vendors, and visitors by managing telephone calls, inquiries, facility check-ins, and customer service needs.
• Manage student enrollment, registration, course creation, class scheduling, and training records within ACADIS, including system administration, data entry, and user account assistance.
• Coordinate training schedules, class rosters, attendance documentation, completion records, and other administrative requirements associated with training delivery.
• Provide administrative and logistical support for training courses, including classroom preparation, instructional materials, technology setup, instructor assistance, and student accommodation.
• Prepare, distribute, and maintain correspondence, memorandums, training announcements, certificates, reports, spreadsheets, purchase orders, and other administrative documents.
• Maintain accurate electronic records, databases, and filing systems utilizing ACADIS, Microsoft Office applications, SharePoint, Adobe, and organizational network drives.
• Provide technical assistance and troubleshooting for training systems, classroom technology, audiovisual equipment, office equipment, and other electronic platforms.
• Coordinate facility and resource management activities, including supply inventories, purchasing requests, equipment readiness, building maintenance requests, and general facility operations.
• Manage competing administrative priorities, maintain confidentiality and accurate records, coordinate with internal and external stakeholders, and perform additional duties and special projects as assigned.

Qualifications:

• Proven experience in customer service and administrative support.
• Strong proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Excellent organizational and time management skills to meet strict deadlines.
• Superior communication and interpersonal skills to effectively collaborate with internal and external stakeholders.
• Previous experience working in an adminisitrative services role in a training environment is highly advantageous.