Program Assistant

CPMG; Oak Park (IL); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) with company match

Paid time off

Job summary

Goldbelt is seeking an administrative support professional to assist the WHA Florida Regional Center Training Division. The role includes calendar management, travel planning, and coordinating training materials and logistics for classes and trainers.

The incumbent will handle inquiries, maintain records, and ensure communications templates are updated. Some after-hours support may be required to meet office needs and training deadlines.

Qualifications

• Two-year or four-year degree or minimum of 5 years relevant work experience.
• Secret clearance required for access to sensitive information.
• Excellent written and verbal communication in English.
• Proficient with MS Office; able to edit templates and manage data.
• Ability to work independently and stay proactive on requests.
• Experience supporting multiple clients in fast-paced environments.
• Familiarity with SharePoint and internal training systems.
• Physically able to lift up to 40 pounds for training materials.

Responsibilities

• Maintain Training Director and Specialist schedules and bookings.
• Search for training information and prepare analyses from sources.
• Update SharePoint pages and key contacts for the division.
• Prepare work orders and coordinate training services and supplies.
• Arrange travel for staff and adjunct trainers, including visas as needed.
• Issue training solicitations and coordinate calendars across posts.
• Monitor course catalog accuracy and enrollment for FRC courses.
• Serve as primary contact for students and handle enrollment logistics.
• Prepare class rosters and upload NFATC files as required.
• Maintain training records and monthly/annual tallies.

Skills

Communication skills

Writing skills

MS Office

English proficiency

Independent work

Follow-up on requests

Client support

Adaptability

Physical ability

Education

Degree or 5 years experience

Secret security clearance

Bachelor's preferred

Tools

SharePoint

E2 Solutions

Intranet tools

Diplopodia

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.

Essential Job Functions:

• 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'sE2 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.

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.