Training Records Specialist & Scheduler - Oak Ridge, TN

RSI EnTech, LLC; Oak Ridge (TN); On-site; USD 70,000 - 97,000; Full time

Job summary

RSI EnTech, LLC is seeking a Training Records Specialist & Scheduler to oversee complex workforce training programs, facility logistics, and administrative records in a regulated setting. The role emphasizes data integrity, audit readiness, and secure handling of sensitive information.

You will coordinate end-to-end training schedules, optimize space, and manage LMS records, ensuring accurate course materials and government/compliance standards are met.

Qualifications

• High school diploma or equivalent with extensive office administration/records experience.
• Experience administering LMS and relational databases in regulated environments.
• Auditing, compliance documentation, and audit readiness experience.

Responsibilities

• Schedule and manage master training calendar and facility utilization.
• Maintain centralized records and LMS data, including certifications and course completions.
• Process subcontractor invoices and manage project-related financial workflows.

Skills

Office administration

Training coordination

Records management

LMS administration

Audit/compliance

Financial administration

Customer service

Multitasking

Education

High school diploma

Associate's degree

Bachelor's degree

Tools

LMS

Relational databases

Document control systems

Microsoft Office

Billing software

Job description

Company Overview

RSI provides full-service environmental and nuclear solutions supporting clients through all phases of cleanup, nuclear operations and security, and facility lifecycle management. Built on a strong foundation of collaboration and a people-first culture, RSI delivers safe, technically sound solutions that help clients achieve mission success in some of the nation's most complex environments.

RSI is part of the ASRC Industrial Services family of companies unified by purpose to deliver safe, reliable solutions to our clients’ unique challenges. We are committed to providing technically superior service, adding value at every stage, and leaving things better than we found them.

Job Summary:

We are seeking an organized, detail-oriented, and compliance-driven Training Records Specialist & Scheduler to oversee our complex workforce training programs, facility logistics, and administrative records. This role is critical to maintaining operational continuity, regulatory compliance, and audit readiness within highly regulated corporate and technical environments.

The successful candidate will coordinate end-to-end training schedules, optimize facility space, maintain meticulous database records within our Learning Management System (LMS), and manage financial workflows such as subcontractor invoicing. This position requires exceptional organizational skills, a strong administrative background, and a proven ability to safeguard sensitive data while working with multiple site stakeholders.

Roles & Responsibilities

1. Training Program Scheduling & Facility Coordination

• Schedule Management: Coordinate, schedule, and maintain the master calendar for client and staff training courses, ensuring all online and offline course listings are accurate and up-to-date.
• Logistics & Resource Optimization: Track and report on all training activities while strategically managing facility space to maximize enrollment capacity and classroom utilization.
• Stakeholder Coordination: Interface regularly with site training coordinators, internal managers, and external partners to identify upcoming scheduling demands and maximize course enrollments.
• Curriculum Records: Maintain centralized file systems, databases, and physical archives of training schedules, course materials, and historical offerings.

2. Records Management & Regulatory Compliance

• Database Management: Input, track, and continuously update employee training files, professional certifications, and course completions within the Learning Management System (LMS).
• Quality Assurance & Audits: Routinely audit training files and systems to verify data integrity, spot compliance gaps, and ensure total readiness for strict regulatory and external safety audits.
• Process Improvement: Identify and implement alternative records management best practices to streamline file flows and optimize systems integration with other departmental databases.
• Information Security: Manage access control to secure personnel and training records, strictly enforcing confidentiality, privacy laws, and protocols for handling sensitive data.

3. Financial & Vendor Administration

• Subcontractor Invoicing: Process incoming subcontractor and vendor invoices, ensuring exact verification, reconciliation, and deduction of fees associated with chargeable training courses, materials, and certifications.

Operational Support: Oversee general office workflows, manage supplier inventory, order administrative materials, and ensure adherence to company-wide operating procedures.

Requirements and Education:

• A minimum of 8–10 years of experience in office administration, training coordination, or records management (15+ years preferred for senior-level placement).
• Regulated Environments: Proven track record of working within highly regulated corporate, technical, or federal/nuclear environments (e.g., Department of Energy contractors, safety-critical industries, or insurance environments).
• Systems Experience: Hand-on experience administering and navigating Learning Management Systems (LMS) and centralized relational databases.
• Audit & Compliance: Demonstrated experience identifying compliance gaps and preparing documentation for rigorous regulatory audits.
• Financial Administration: Experience processing subcontractor invoices, basic billing reconciliation, or budget tracking.

• Software Proficiency: High level of comfort with Microsoft Office Suite (Word, Excel, Outlook), database management software, and document control systems.
• Task Management: Exceptional multi-tasking and organizational abilities, with the capacity to manage overlapping schedules, facilities, and vendor pipelines simultaneously.
• Interpersonal Skills: Outstanding customer service and communication skills, with a history of resolving client queries, coordinating between disparate departments, and managing vendor relations professionally.

• Minimum Requirement: High school diploma or equivalent with extensive, demonstrated on-the-job experience in senior administrative, scheduling, or records management capacities.
• Preferred: Associate's or bachelor’s degree in business administration, Information Management, or a related field is a plus.

Clearance and Health Regiments

• Criminal Background Check
• Pre-placement Drug Screening

This position requires a REAL ID-compliant driver's license or identification card; or a U.S. passport as long as it clearly displays issuance date, expiration date, and color photo image. This is a mandatory requirement necessary for access to company facilities and/or for travel purposes. REAL ID-compliant driver’s licenses are identifiable by a gold star in the upper right corner.

EEO Statement

RSI is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, gender, color, age, sexual orientation, gender identification, national origin, religion, marital status, ancestry, citizenship, disability, protected veteran status, or any other factor prohibited by applicable law.