Training and Professional Development Administrative Assistant

Family & Children's Services; Tulsa (OK); On-site; USD 42,000 - 52,000; Full time

Benefits offered by this job

33 Paid days off first year

Competitive salary

Full benefits package

Job summary

Family & Children’s Services is seeking an Training and Professional Development Administrative Assistant in Tulsa, OK to support internal meetings and trainings. You will handle setup, materials, A/V functions, and calendar management, while assisting with invoicing, CEU certificates, and LMS attendance tracking.

The role also requires preparing reports, audits, and certifications, managing staff tickets, expenses, and room reservations, with a strong emphasis on organization and timely

Qualifications

• High school graduate or equivalent.
• Three years’ secretarial/office management experience.
• Advanced Microsoft Office experience.
• Strong organizational and communication skills.
• Ability to manage multiple tasks and meet deadlines.

Responsibilities

• Set up and prepare materials for trainings and internal meetings.
• Operate A/V equipment for trainings.
• Create and maintain calendar of training events.
• Prepare invoices and CEU certificates of attendance.
• Enter training attendance in Learning Management System.
• Prepare Excel spreadsheets for audits and certifications.
• Utilize PDFs for certifications.
• Notify overdue training reports.
• Manage staff ticket system.
• Complete expense reports.
• Coordinate room reservations.

Skills

Highly organized

Detail oriented

Verbal interpersonal skills

Strong writing skills

Problem solving

Teamwork

Multitasking

Education

HS graduate or HS equivalent

Tools

MS Office

Learning Management System

Job description

33 Paid days off first year!

The Training and Professional Development Administrative Assistant will be responsible for internal meetings and trainings including set up, preparation of materials for trainings, A/V equipment functions, create and maintain calendar of training events, invoice preparation, preparing CEU certificates of attendance, entering training attendance in Learning Management System, prepare Excel spreadsheets for audits and certifications, utilize PDFs for certifications, assist with notification of overdue training reports, manage ticket system for staff assistance, complete expense report, coordinate room reservations.

Competitive Salary

Full benefit package

33 Paid days off first year!

The Training and Professional Development Administrative Assistant will be responsible for internal meetings and trainings including set up, preparation of materials for trainings, A/V equipment functions, create and maintain calendar of training events, invoice preparation, preparing CEU certificates of attendance, entering training attendance in Learning Management System, prepare Excel spreadsheets for audits and certifications, utilize PDFs for certifications, assist with notification of overdue training reports, manage ticket system for staff assistance, complete expense report, coordinate room reservations.

Requirements

• Provide administrative support to staff and managers in the planning and delivery of learning/ professional development events.
• Able to strategize, plan and coordinate most aspects of events.
• Able to build positive working relationships with staff and vendors
• Must have advanced computer skills including MS Office suite products and other related technology
• Provide administrative support to Director of clinical training and elsewhere as necessary.
• Attention to detail and accuracy maintaining logs and database entries.
• Ability to use time wisely and efficiently
• Adaptability and flexibility to switch focus as needed/ tasks arise

Qualifications

EDUCATION:

• Must be a high school graduate or have HS equivalent

Experience

• Three years’ experience in secretarial work and office management or an equivalent combination of education and experience.
• Must have advanced experience with Microsoft office products.

Performance Competencies

• Internal Meeting and Trainings
• In-Service Training
• Personnel Records Audit
• Credentialing
• Learning Management System
• Essential Behaviors

Knowledge/Skills/Abilities

• Must be highly organized, accurate and detailed-oriented, possess excellent verbal and interpersonal skills, strong computer skills, strong writing skills, problem resolution skills, ability to work with difficult people, and ability to manage and prioritize multiple tasks, projects and programs.
• Must have ability to work in a team environment.

Certifications/Licenses

• Must possess a valid Driver License and satisfactory driving record and use personal automobile to travel to locations other than primary office. Proof of automobile insurance required.

Safety Sensitive Job Classification

This job is classified as a “safety-sensitive” position as defined by the Oklahoma Medical Marijuana and Patient Protection Act. Due to the “safety-sensitive” classification, an employee in this position would be subject to drug and alcohol testing, including random testing. Marijuana is one of the substances included in the drug panel screening. Possession of a medical marijuana license will not excuse you from the testing process or the consequences of testing positive for marijuana per the Family & Children’s Services Drug Free Workplace Policy, including possible revocation of a job offer or dismissal from employment.