Administrative Coordinator

3 weeks ago

Blackstone, Massachusetts, United States Olgoonik Full time
Registrar Program Specialist III

Olgoonik is a leading provider of professional contracting services, committed to delivering high-quality operations and exceptional employee experiences. We are seeking a highly organized and detail-oriented Registrar Program Specialist III to join our team.

Key Responsibilities:
  • Establish and maintain office procedures, ensuring seamless execution of administrative tasks.
  • Manage and maintain the office filing system, adhering to the Department of State's Disposition Schedule.
  • Monitor the DS Registrar mailbox, responding to student inquiries and providing exceptional customer service.
  • Collaborate with FSI to support FASTC courses in STMS, ensuring accurate data entry and management.
  • Employ applicable DOS security standards and procedures, maintaining the highest level of security and confidentiality.
  • Coordinate administrative matters between the Registrar's office, other administrative sections, and programs, fostering effective communication and collaboration.
  • Develop in-depth knowledge of all FASTC courses, providing expert guidance and support to students and staff.
  • Draft routine emails to staff and students, ensuring clear and concise communication.
  • Develop a thorough understanding of the DOS's official Student Training Management System (STMS), including data entry and running management reports.
  • Coordinate student registrations for specific courses offered at FASTC, working closely with the Registrar to ensure seamless execution.
  • Build courses in STMS from scratch, including entering course information, course references, and sections.
  • Responsible for the daily registration of students in FASTC courses, maintaining accurate records of student enrollment and certification.
  • Explain requirements and scheduling of courses to DOS and other government agency training officers and personnel, ensuring timely and accurate processing of tuition payments.
  • Assist with reports concerning statistical information, providing valuable insights and analysis to support informed decision-making.
  • Meet with students to resolve enrollment issues, providing expert guidance and support to ensure a positive experience.
  • Ensure course rosters are returned, students 'completed' in the database, and certificates issued to course managers in a timely manner.
  • Provide data entry backup for courses assigned to other Registrar staff, ensuring seamless execution of administrative tasks.
  • Respond to student inquiries regarding information on Employee Profiles.
  • Instruct newly-hired course coordinators on STMS Online application, providing expert guidance and support.
  • Serve as a primary point of contact for enrollment in FASTC's High Threat Tactical (HTT) course, managing a waitlist of agents and coordinating closely with contacts in DS/HR/CDA and DS/SLTD/DTB.
  • Oversee enrollments of overseas and domestic personnel in all Information Assurance (IA) courses, working closely with IA course coordinators to ensure classes are filled without exceeding budget limits.
  • Act as backup for data entry of DS agent weapons qualifications and FAMFIRE scores in the official DS Qualifications database, running reports as required.
Requirements:
  • High School Diploma, Associate's Degree preferred.
  • A minimum of seven (7) years experience progressively responsible experience working in an office environment.
Preferred Qualifications:
  • Advanced knowledge of and experience with administrative or office management functions.
  • Highly organized with excellent oral and written communication skills.
  • Ability to work in a collaborative, team environment.
  • Interpersonal skills as applied to the interaction with management personnel, course managers and coordinators, other administrative personnel to assist, identify and resolve issues.
  • Customer service-oriented.
  • Ability to handle multiple tasks simultaneously in a busy work environment.
  • Proficiency in SharePoint and MS Office Suites software with strong Excel and processing skills.
Security Clearance:
  • Must be a U.S. citizen.
  • Possess or be able to obtain/maintain a SECRET security clearance.
Work Environment:

Office environment.

Additional Details:
  • Subsidiary: Olgoonik Innovations, LLC.
  • FLSA: Exempt.

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