Program Assistant

Goldbelt, Inc.; Town of Florida (NY); Sur place; USD 42 000 - 56 000; Plein temps

Avantages offerts par ce poste

Competitive salary

Résumé du poste

Goldbelt, Inc. is seeking an administrative support specialist for the WHA Florida Regional Center Training Division. The role includes scheduling, travel coordination, and managing training materials and records.

The incumbent may be required to stay after hours to support office needs and will interact with multiple WHA posts and trainers to ensure smooth training operations.

Qualifications

• Excellent communication skills.
• Must provide writing sample to COR.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, Teams, SharePoint).
• Excellent written English and comprehension.
• Proactive and able to work independently.
• Must follow up on requests in a timely manner.
• Experience supporting multiple clients in a fast-paced environment.
• Adaptable to change.
• Must be able to lift up to 40 pounds when handling materials.
• Secret clearance required.

Responsabilités

• Maintain schedule for Training Director and Training Specialist; manage appointments.
• Handle training requests, background data, and prepare data analyses.
• Update Training Division SharePoint page and contact lists.
• Coordinate with WHA to prepare work orders for training services and supplies.
• Arrange travel for staff and Adjunct Field Trainers via E2 Solutions.
• Coordinate travel for Adjunct Field Trainers and obtain fiscal data.
• Issue annual training solicitations and publish calendars.
• Monitor course catalog accuracy and enrollment.
• Serve as primary point of contact for students and resolve issues.
• Provide logistical support for training, conferences, and meetings.
• Send welcome letters and book hotel reservations; arrange shuttle services.
• Generate class rosters and upload NFATC files.
• Maintain communication templates and training records; tally activity.
• Coordinate with overseas posts to ship training materials.
• Track requests to completion and report problems to management.
• Maintain WHA Adjunct Field Trainer roster; manage records.

Connaissances

Excellent communication

Strong writing

MS Office proficiency

Written English

Proactive / independent

Follow-up

Experience supporting multiple clients

Adaptability

Able to lift 40 pounds

Formation

Two- or four-year degree

Secret clearance

5 years relevant experience

Bachelor's degree preferred

Outils

Microsoft Office Suite

Outlook

Word

Excel

Teams

SharePoint

Description du poste

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.