Program Specialist TSU

All Native Group; Blackstone (VA); On-site; USD 52,000 - 76,000; Full time

Job summary

White Wolf Managed Services Company (WWMSC) is seeking a full-time Program Specialist to coordinate administrative and program support for the Training Support Unit (TSU) at the FASTC facility in Blackstone, VA. The role covers travel, materials, staff, equipment, and various logistics to ensure smooth delivery of training programs.

The position requires three years of admin experience, strong organizational skills, and the ability to work with SMEs and program managers.

Qualifications

• Three (3) years of relevant administrative experience.
• Scheduling experience preferred.
• Must possess a high school diploma; an Associate’s or Bachelor’s Degree or equivalent experience is preferred
• Must possess SECRET security clearance or be able to obtain it

Responsibilities

• Coordinate administrative support for the Training Support Unit (TSU) program.
• Arrange travel orders, lodging, facilities, and scheduling of instructors.
• Prepare course materials, classroom handouts, and equipment/ supplies.
• Assist SMEs and curriculum staff in creating/updating lesson plans and guides.
• Support budget and finance for annual course funding and travel/per diem.
• Maintain student records, class evaluations, and administrative documents.

Skills

Administrative experience

Scheduling experience

Organizational skills

Communication skills

Education

High school diploma

Associate or Bachelor's degree preferred

Tools

MS Office

SharePoint

Microsoft Outlook

Scheduling systems

Job description

Summary

White Wolf Managed Services Company (WWMSC)is seeking a full-time Program Specialist. The Program Specialist will coordinate all administrative and program support for the Training Support Unit (TSU) program, including classrooms and course materials, travel arrangements, training and support staff, equipment, materials and supplies, and other support requirements to ensure successful delivery of the assigned training program. The position is based at the U.S. Department of State, Foreign Affairs Security Training Center (FASTC) in Blackstone, VA.

Essential Functions

• Supports instruction delivery, classroom preparation, course handouts, and orientation/graduation ceremonies for the assigned training program;
• Ensures completion of administrative requirements including: travel orders and arrangements; lodging; scheduling of facilities and instructors; and preparation of equipment/materials;
• Supports coordination activities and correspondence involving Program Managers, Registrar/staff, instructors, students and other training program stakeholders.
• Assists Subject Matter Experts (SMEs) and curriculum development staff in the creation and update of lesson plans, instructor guides, student guides, practical exercises, and other course materials in accordance with Foreign Affairs Security Training Center (FASTC) standard operating procedures and Federal Law Enforcement Training Accreditation (FLETA) standards;
• Supports budget and finance personnel on annual course budget preparation to include funding for student travel and per diem;
• Ensures the efficient use of assigned resources;
• Assists in database and record management and report preparation, as directed;
• Ensures student records, class evaluations/surveys and other class administration documents are collected, maintained, and submitted according to standard operating procedures;
• Resolves technical and administrative problems that occur before and during training delivery;
• Performs tasks associated with ordering, receiving, unpacking, storing, assembling and issuing supplies, materials and equipment;
• Supports vehicle scheduling in preparation for and during training exercises, graduation ceremonies, and at other times when official transportation is needed;
• Coordinates vehicle preparation (fuel, oil, tires, cleaning) and usage with the fleet management office;
• Operates U.S. government vehicles as necessary in the performance of assigned tasks;
• Picks up and delivers official mail and special delivery items;
• Escorts un-cleared building personnel when necessary.
• Assists in class coordination, administrative duties, and practical exercises for other courses within the Program Office;
• Employs applicable Department of State security standards and procedures to protect National Security information;
• Employee requires infrequent supervision and is expected to work independently according to established policies and accepted practice with minimal guidance from Program Office staff.

Supervisory Responsibility

None required for this position.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Must be able to remain in a stationary position 75% of the time.
• Occasionally moves about inside the office to access file cabinets, office machinery, etc.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• Expresses or exchanges ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly or quickly.
• Frequently moves standard office equipment up to 25 pounds.
• Must be able to work indoor conditions 90% of the time.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

Position Type/Expected Hours of Work

This is a full-time position. Typical days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m. Evening and weekend hours maybe required as needed.

Travel

Travel as necessary to other U.S. and foreign training sites, though it is not expected that such travel will exceed 25% of total work time.

Experience

• Three (3) years of relevant administrative experience.
• Scheduling experience preferred.

Education

Must possess a high school diploma; an Associate’s or Bachelor’s Degree or equivalent experience is preferred

Additional Eligibility Qualifications

• Strong organizational, interpersonal, oral and written communication skills;
• Must be able to work in a collaborative, team environment;
• Advanced knowledge of and experience with administrative and program management functions;
• Working knowledge of MS Office suite and/or other general office applications;
• Working knowledge of military, law enforcement, and/or Government security operations;
• Working knowledge of training course administration/logistics;
• Program management experience in a training and/or educational environment;
• Knowledge of training and instructional methodologies related to adult learning preferred;
• Knowledge of supply and logistics record keeping/management (supply/logistics forms, supplies, materials inventory, and status report preparation) a plus;
• Ability to handle multiple tasks simultaneously;
• Must hold a valid driver’s license and be willing and able to drive official US Government vehicles up to and including 16 passenger vans.
• Experience coordinating and scheduling classrooms, conference rooms, training facilities, and event venues in a dynamic operational environment.
• Proficiency with scheduling and resource management systems, including Microsoft Outlook, Microsoft 365, SharePoint, or other facility scheduling platforms.
• Demonstrated ability to manage multiple scheduling requests simultaneously while resolving conflicts and optimizing resource utilization.
• Experience supporting training programs, meetings, exercises, conferences, or special events requiring venue and resource coordination.
• Strong organizational and time management skills with exceptional attention to detail.
• Ability to communicate effectively with leadership, instructors, event coordinators, vendors, and external stakeholders regarding scheduling requirements and changes.
• Experience maintaining scheduling records, calendars, facility utilization reports, and operational logs.

Security Clearance

Must possess or be able to obtain/maintain a SECRET security clearance

Drug Free Workplace

All Native Group is a Drug Free Workplace. It is our policy that all new hires must successfully complete a pre-employment drug screen as a condition of employment. In addition, all employees are subject to random drug screens throughout the term of their employment with All Native Group.

AAP/EEO Statement

All Native Group is an equal opportunity employer. All applicants are considered without regard to age, sex, race, national origin, religion, marital status or physical disability. However, preference may be extended to persons of Indian descent in accordance with applicable laws.

About Ho-Chunk, Inc. & All Native Group

Ho-Chunk, Inc.is an award-winning economic development corporation of the Winnebago Tribe of Nebraska. Our mission is to provide long-term economic development for the Winnebago Tribe and job opportunities for Tribal members.

All Native Groupis a network of small businesses that support the critical missions of various U.S. Government customers. Our capabilities include telecommunications, health, logistics, specialized training, professional services, and IT solutions. Since earning our first federal contract in 2004, we have continued to grow and diversify our services while maintaining a strong commitment to excellence. As a tribally owned organization, All Native Group operates multiple subsidiary businesses, providing clients with the advantages of working with a small business while leveraging the resources and expertise of a larger, established company.

Our work is guided by our coreNATIVEvalues:

• Native American Owned & Proud– Serving the Winnebago Tribe of Nebraska.
• Accountable– To always do what’s right.
• Team-Focused– For inclusive progress.
• Innovative– In creating solutions.
• Visionary– In our purpose and direction.
• Excellence– Through learning and performance.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.