Program Assistant

Goldbelt, Inc.; Oak Park (FL); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) plan with company match

Paid time off

Professional development opportunities

Job summary

Goldbelt, Inc. seeks an administrative support professional to assist the WHA Florida Regional Center Training Division. The role covers scheduling, travel coordination, and logistics for training programs across the region, with potential after-hours work to support office needs.

The incumbent will update records, manage rosters, maintain SharePoint templates, and coordinate travel and materials for trainers, ensuring timely delivery and compliance across overseas posts.

Qualifications

• Excellent writing and communication skills; writing sample to COR.
• Proficient in MS Office; create and edit templates and spreadsheets.
• Strong written English and comprehension.
• Proactive, independent work style with timely follow-up.
• Experience supporting multiple clients in a fast-paced environment.
• Able to lift up to 40 pounds for materials preparation.
• Two-year or four-year degree or 5+ years relevant experience.
• Secret clearance is required.

Responsibilities

• Maintain schedules for Training Director and Specialist; manage appointments and logistics.
• Search training guidelines and compile data for NFATC and DoD programs.
• Update SharePoint pages, points of contact, and trainer lists.
• Coordinate work orders and travel for staff and Adjunct Trainers.
• Arrange travel, flights, hotels, passports and visas as needed.
• Coordinate travel for Adjunct Trainers and obtain fiscal data.
• Issue annual training solicitations and publish calendars regionally.
• Monitor course catalog accuracy and enrollment; generate rosters.
• Serve as primary contact for students and respond to issues.
• Provide logistics support for training, conferences, and meetings.
• Ship training materials; ensure timely receipt at overseas posts.

Skills

Communication

Writing skills

MS Office

English proficiency

Independent work

Follow-up

Multiclient support

Adaptability

Lifting up to 40 lbs

Education

Degree or 5+ years experience

Tools

MS Office Suite

Job description

Overview

A leader in cutting-edge research and technology in the cyber arena, CPMG focuses on using business drivers to guide cybersecurity activities and manage risk. CPMG offers flexible, integrative solutions for Department of Defense (DoD) contractors, among others, and specializes in cybersecurity, information and operational technology, electronic security surveillance, and support services.

Summary:

Provide the Bureau of Western Hemisphere Affairs (WHA) Florida Regional Center (FRC) Training Division with administrative support. Incumbent may be required to remain after hours to support office needs.

Responsibilities

• Maintain the schedule for Training Director and Training Specialist through arranging, referring to other officials, or rescheduling appointments as necessary. The incumbent handles all requests for training meetings and appointments and outlines background data. Track and make various social arrangements and obligations for office.
• As requested, or on his/her own initiative, make careful and exhaustive searches for information related to training courses and National Foreign Affairs Training Center (NFATC) training guidelines, utilizing resources such as the Department's intranet, Diplopodia and SharePoint. Compile data and make preliminary analyses.
• Update Training Division SharePoint page, key points of contact, and internal Field Trainer lists as needed.
• Coordinate with the designated FRC point of contact within WHA to prepare work orders for training services/office supplies as needed through the Bureau's internal work order system.
• Manage travel arrangements for office staff and/or Adjunct Field Trainers through the Department's E2 Solutions, if needed. This may include creating the travel request, coordinating flights, assisting with hotel reservations, passports, and/or visas as necessary.
• Coordinate travel for Adjunct Field Trainers. Work with WHA Budget or hosting post to obtain fiscal data.
• Coordinate travel for Adjunct Field Trainers. Work with WHA Budget or hosting post to obtain fiscal data.
• Issue annual solicitation for training requests from WHA posts, develop training schedule/calendaring coordination with Training Director and/or Training Specialist as well as regional posts, announce calendar throughout the region – post on SharePoint, draft announcement for WHA Newsletter, draftable, post in Teams.
• Monitor accuracy of FRC courses in the Department's Course Catalog and track enrollment for each course.
• Serve as primary point of contact for students, consulting with Training Specialist and/or Training Director regarding appropriate response should issues arise.
• Provide logistical support, as needed for training, conferences, and meetings.
• Send welcome letters and book hotel reservations at approved location for students and Adjunct Field Trainers/trainers at least one month in advance of FRC class start date; arrange shuttle between hotel and FRC for each day of training.
• Generate and distribute class rosters, upload completed rosters for NFATC files.
• Maintain and update communication templates to notify students of their enrollment status, provide logistics information for FRC hosted courses, and respond to frequently asked questions.
• Maintain and update training records, including number of training courses offered in WHA (at FRC and overseas posts) and number of students taught, to create monthly and annual tallies.
• Confirm training materials are prepared correctly; generating additional copies as needed prior to course start date.
• Coordinate with overseas post training coordinator to send training materials. Pack and ship training supplies in time to ensure materials are received in advance of training at overseas post.
• Independently track and follow-up on all requests until goals are completed. Notify government manager of any problems that may arise in a timely manner.
• Maintain and update WHA Adjunct Field Trainer list, update as necessary to ensure data is accurate.
• Retrieve mail from the Executive Office (WHA Suite, 2nd Floor) or the mailroom (Main Entrance) daily.
• Serve as the records liaison for the office and make recommendations for maintaining archives according to the Records Disposition Schedule (RDS). Coordinate with the Bureau Records Coordinator on the file retirements that comply with the RDS. Attend allowable training in records management and provide updates to the office.

Qualifications

Necessary Skills and Knowledge

• Excellent communication skills.
• Must display excellent writing skills (provide writing sample to COR).
• Proficient in Microsoft Office Suite software (Outlook, Word, Excel-, Teams, 365 etc.). Able to use MS word to edit text documents and create templates; capable in utilizing spreadsheets and formulas in Excel.
• Excellent skills in written English and comprehension.
• Must be proactive and work independently.
• Must follow up on requests in a timely manner.
• Demonstrate experience supporting multiple clients in a fast-paced environment
• Must be easily adaptable to change.
• Must be able to lift up to 40 pounds when preparing and boxing training materials.

Minimum Qualifications

• Two-year or four-year degree from an accredited college or university, or minimum of 5 years of relevant work experience
• A Secret clearance is required.

Preferred Qualifications

• Bachelor’s degree in a related field.

Pay and Benefits

At Goldbelt, we value and reward our team's dedication and hard work. We provide a competitive base salary commensurate with your qualifications and experience. As an employee, you'll enjoy a comprehensive benefits package, including medical, dental, and vision insurance, a 401(k) plan with company matching, tax-deferred savings options, supplementary benefits, paid time off, and professional development opportunities.