Program Support Specialist
Our client is seeking a Program Support Specialist to join their team in Portland, OR. This position will also serve as back-up to other NHT training coordinators as needed by performing similar duties within the same organization for different training programs. A valid U.S. drivers license is required and up to 5% travel for meetings/training and to provide training coordination is anticipated.
Support primary facilitators/instructors in delivery of virtual training courses and events by:
Setting up Webex or skype sessions,
Conducting test teaches with vendors or internal trainers to verify quality of delivery which includes walking vendors through Webex and Skype, working with vendors and the Instructional Designer to verify that content meets technology, identifying issues and providing recommendations for content and technology.
Serve as chat monitor, raising participants’ questions, identifying themes and supporting instructor in engaging participants.
Serve as occasional facilitator/Master of Ceremonies for Leadership Development programs, New Employee Orientation or elective courses. Welcome participants and act as host, follow a prepared agenda, introduce presenters, set up PowerPoint slides and Webex or skype events.
Coordinate with representatives from different departments and functions to secure presenters for Leadership Development panels, courses and other events as needed,
Coordinate meetings of the Learning and Development Advisory Council, liaising with stakeholders to identify agenda items, coordinating meeting invitations, setting up Webex, supporting the event as chat monitor and/or note taker, and following up on action items.
Reserve rooms and coordinate room configuration and set-up. Verify supplies needed for program or courses are in room.
Schedule and coordinate Instructors.
Enter training sessions in the Human Resource Management Information System (HRmis) system as needed for assigned courses.
Close enrollment to assigned courses following established timelines.
Run rosters and send to Instructors following established timelines.
Prepare, copy, and assemble training materials.
Send complete inventory of materials and supplies to training sites for courses.
Assist training self-service program coordinators by processing requests for external training catalog numbers and by pulling completion reports and compiling and summarizing data using Word and Excel.
Initiate training evaluations using Survey Monkey or other survey methods. Enter survey data, sends surveys to learners and run various survey reports.
Make edits and updates to training materials as requested by HR specialists or supervisor.
Maintain accurate training information in HRmis:
Enter individual training completions from rosters into HRmis.
Close completed training sessions in HRmis.
Upload training completions into HRmis.
Initiate and coordinate various assessments such as 360 feedback, EQ in Action, StrengthsFinder, Myers-Briggs, or other assessments used to support leadership, organizational, and employee development. Run reports and compile data from these programs as requested.
Update and maintain connection training pages using SharePoint.
Update and maintain training catalog.
Answer questions and concerns that come directly from clients, HR Training email box and HR Help; escalate more complex issues to appropriate Federal Personnel.
Create and send various training correspondence, communications, and marketing materials.
Update standard operating procedures and job aids as needed.
Maintain “The Container,” system for tracking web-based training:
Create new container courses as necessary
Check for errors
Enter manual completions as necessary
Update the container as necessary
Learning Nucleus Learning Management System (LMS) Support:
Answer questions and concerns that come directly from clients, HR Help and HR Training email box.
Monitor and track LMS issues; responding to questions/requests and escalating more complex issues to the LMS helpdesk.
Troubleshoot LMS issues such as resetting passwords and known issues using standard guidelines. Escalate more complex technical issues to the LMS helpdesk.
Attend the recurring conference calls, take notes and track issues to resolution.
Download training completions/reports from LMS and upload completions to HRmis
Generate completion reports on a regular schedule for course owners and as needed.
Prepare and send monthly, quarterly/semi-annual, and ad hoc reports for assigned training programs.
Follow up and document findings on no shows and other attendance issues related to training courses.
Provide occasional administrative back-up support to the NHT team (approximately 5%):
Using Outlook, schedule and update meetings, conference calls, webinars and other meetings as needed.
Provide a variety of clerical and administrative functions including:
Pick-up and delivery of mail
Order and distribute office supplies
Draft/prepare meeting/retreat notes
Process printing orders, stock copiers and printers.
Stock copiers and printers
Maintain filing system(s), files, email and records in accordance with compliance requirements. Maintain all official records in accordance with the Information Governance and Lifecycle Management (IGLM) standards.
Bachelor’s or Associate’s degree in Business Administration, Business Management, Accounting, Computer Science or a related field is preferred.
With a Bachelor’s Degree in applicable fields, 1 year of experience is required.
With an Associate’s Degree in applicable field, 3 years of experience is required.
Without a degree, 5 years of experience is required.
Experience must be consistent with the specific requirements of program support and coordination and progressively more technical in nature.
Required Technical Skills & Experience
1+ years of experience performing administrative functions in an automated learning management system.
Working knowledge of automated data systems.
Expert proficiency with Microsoft Office Suite (Word, PowerPoint, Excel, and Outlook); MS Office 2010 proficiency required.
Working knowledge of SharePoint.
Good communications skills, both oral and written, sufficient to transmit information effectively, presenting and describing issues clearly and concisely.
Preferred Skills & Experience
Experience with a learning management system (highly preferred).
Proficiency in Visio, Photoshop, MS Publisher, and Adobe InDesign.
Experience coordinating project work.
Must have good communications skills, both oral and written, with the ability to transmit information .effectively, presenting and describing issues clearly and concisely.
Benefits are available to eligible VanderHouwen contractors and include coverage for medical, dental, vision, life insurance, short and long term disability, and matching 401k.
VanderHouwen is an award-winning, Women-Owned, WBENC certified professional staffing firm. Founded in 1987, VanderHouwen has been successfully placing experienced professionals throughout the Pacific Northwest and nationwide. Our recruitment teams are highly specialized in either Technology and IT, Engineering, or Accounting and Finance career markets. Our recruiters value building meaningful, professional relationships with each candidate as well as developing honed knowledge of companies' staffing needs and workplaces. Partner with us to land your next exciting career.
VanderHouwen is an Equal Opportunity Employer and participates in E-Verify. VanderHouwen does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other characteristic protected by applicable local, state or federal civil rights laws.