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Training Operations Coordinator

2 months ago

Alexandria, Virginia, United States CADCA Full time
Job Overview

Position: Training Operations Associate

Department: Training Operations/National Coalition Institute

Reports to: Operations Manager

Employment Type: Full-time, exempt

Location: Alexandria, VA

Position Summary

The Training Operations Associate plays a vital role in supporting the Training Operations team within the National Coalition Institute, focusing on both Youth and Adult training initiatives. This role involves assisting in the coordination of training programs and logistics, serving as the primary contact for consultants, and managing the daily administrative and logistical tasks of the department and its events. A keen attention to detail and the ability to prioritize and complete tasks independently are essential for success in this position.

Key Responsibilities
  • Facilitate training logistics for both onsite and virtual events to ensure successful execution.
  • Oversee travel arrangements for training consultants and staff, including accommodations and expense management.
  • Assist in drafting and dispatching contracts.
  • Collaborate with the finance team to review and process trainer invoices and monthly expense reports.
  • Support the procurement, printing, and distribution of training materials as necessary.
  • Work with the Evaluation & Research team to develop course surveys for events to collect feedback.
  • Generate certificates of participation for training attendees.
  • Compile training reports post-events, tracking attendance metrics monthly and annually.
  • Regularly update databases and Learning Management Systems with training event details.
  • Assist with both Adult and Youth Leadership Initiatives, including conferences and forums.
  • Maintain project data and prepare monthly reports for submission.
  • Serve as the main contact for the Institute & Training Operations team, providing relevant information for team support.
  • Organize and maintain electronic files of contracts and training materials.
  • Coordinate and schedule team meetings and events, utilizing scheduling tools for availability.
  • Engage with departmental staff, external consultants, and clients regularly.
  • Document meeting minutes during monthly and quarterly conferences, distributing them as needed.
  • Maintain the departmental Out of Office calendar.
  • Provide assistance with various operational and administrative tasks as required.
Required Qualifications
  • Proficiency in online meeting platforms (e.g., Zoom, MS Teams, WebEx).
  • Strong skills in computer applications (e.g., Microsoft Office, Project Management tools).
  • Excellent customer service and interpersonal abilities.
  • High attention to detail and organizational skills.
  • Effective communication skills, both verbal and written.
  • Superior time management capabilities.
  • Ability to handle multiple tasks and prioritize effectively while working independently and collaboratively.
  • Skills in database and records management.
  • Capacity to thrive in a fast-paced, dynamic work environment with minimal supervision.
Educational Requirements
  • A Bachelor's degree is required.