H0775 - Training Coordinator Wage

DVS V3; Suffolk, Northern (VA, KY); Hybrid; USD 50,000 - 70,000; Full time

Job summary

VDOT is seeking a detail-oriented professional to support the statewide learning manager and advance continuing education through the Learning Partnership program. The role includes processing applications, managing training records, and coordinating events and materials for facilitators.

You will maintain accurate training histories in LMS and Cardinal, produce monthly and quarterly budget reports, and ensure compliance with procurement and fiscal policies while supporting program staff.

Qualifications

• Ability to assess workload, prioritize and handle multiple priorities.
• Ability to consult with customers on education and development planning.
• Ability to maintain confidentiality.
• Ability to perform data entry, process accounting transactions, organize and manage records.
• Ability to set-up and operate various audio-visual equipment.
• Knowledge of state procurement policies, procedures, accounting practices, procedures, and budget tracking.
• Skilled in giving presentations and facilitating training.

Responsibilities

• Process Learning Partnership, seminar, and technical training requests according to policy.
• Review applications for completeness and compliance with program requirements.
• Communicate and coordinate with staff to ensure accurate processing of requests.
• Design and distribute marketing materials for Learning Partnership Program to increase participation.
• Generate quarterly reports to ensure adherence to guidelines and monitor accounts owed back to Learning Partnerships.
• Maintain budgets, reconcile vendor statements, and prepare monthly budget reports.

Skills

Communication skills

Meeting coordination

Records management

Budget tracking

Office software proficiency

Presentation skills

Education

Bachelor's degree in Business Administration, Accounting, Finance, or related field

Tools

Cardinal LMS

Excel

MS Office Suite

Job description

Assist in developing and retaining a highly competent workforce by supporting the statewide learning manager. Support the goal of increasing opportunities for continuing education and new learning across class titles through the learning partnership program. Assist in monitoring the annual training budget and report monthly status of expenditures against allocations. Monitor the Learning Partnerships budget and report monthly status of expenditures. Process Learning Partnership applications and training records. Coordinate logistical activities for training events by coordinating the registration process; developing and publishing periodic training schedules; coordinating coaches and facilitators and providing materials for facilitators. Maintain accurate inventory of training materials, supplies, and audio-visual equipment. Perform special duties as assigned.

How you will contribute:

• Learning Partnership Program Support : Process Learning Partnership, seminar, and technical training requests according to policy. Review Learning Partnership applications and seminar and technical training requests for complete detail and analyze information to determine compliance with program requirements. Contact applicants if more information is needed to complete applications. Send letters of approval to applicants after approval by supervisor. Research data to resolve discrepancies in Learning Partnership and seminar requests. Communicate and coordinate with staff and supervisor to develop internal procedures to ensure accurate processing of Learning Partnership and seminar requests.
• Learning Partnerships: Design and distribute marketing materials for Learning Partnership Program to ensure clarity of program procedures and to increase participation. Generate periodic reports on a quarterly basis to ensure participants adhere to the Learning Partnership guidelines. Monitor accounts owed back to Learning Partnerships by employees who leave VDOT with tenure on approved Learning Partnership grants, who drop a pre-paid class after adding and or drop date, or who do not make a satisfactory grade. Maintain database of money owed to VDOT; partner with program lead to send appropriate communications to employees to ensure follow up on collection of funds. Maintain and develop monthly budget reports and records; analyze for discrepancies, trends, issues; reconcile vendor statements and resolve discrepancies.
• Perform duties as assigned.
• Records Management: Maintain accurate records of Learning Partnership, seminar, and technical training transactions by posting information in Cardinal, LMS, and Excel for the budget. Verify accuracy of fiscal transactions quarterly by reconciling paperwork with LMS and Cardinal. Maintain accurate training class records and up-to-date employee training histories using LMS database. Enter new employee data, create classes, register employees in classes and communicate enrollment status. Maintain files. Generate class roster and training reports. Ensure accurate records of certificates, degrees, and licensures received through Learning Partnership Program are included on LMS and Excel spreadsheets and generate quarterly status reports. Purge records according to state and VDOT records management guidelines and policy.
• Training Budget Maintenance and Tracking: Process fiscal transactions in accordance with State and agency fiscal policies and procedures. Assist in preparing and monitoring annual training budget. Keep accurate records of expenditures using Excel, LMS, and Cardinal. Create, generate, and provide budget reports with preliminary analysis and review with Training staff.

What will make you successful:

• Ability to communicate effectively, orally and in writing.
• Ability to effectively coordinate meetings and classes.
• Ability to organize and manage records.
• Knowledge of budget tracking and problem resolution.
• Knowledge of office principles and practices.
• Skill in computer software programs, such as MS Office Suite, and automated financial programs.

Minimum Qualifications:

• Ability to assess workload, prioritize and handle multiple priorities.
• Ability to consult with customers on education and development planning.
• Ability to maintain confidentiality.
• Ability to perform data entry, process accounting transactions, organize and manage records.
• Ability to set-up and operate various audio-visual equipment.
• Knowledge of state procurement policies, procedures, accounting practices, procedures, and budget tracking.
• Skilled in giving presentations and facilitating training.

Additional Considerations:

• A combination of training, experience, or education in Business Administration, Accounting, Finance, or related field desired.
• Ability to monitor a budget and process transactions to meet deadlines.

Physical Requirements

Physical Requirements

VDOT employees must abide by VDOTs Code of Ethics and the Commonwealths Standards of Conduct.

VDOT Code of Ethics

Standards of Conduct