Training Support Specialist 1

Job Summary: The position manages training courses, both online and face-to-face, including but not limited to testing, planning, scheduling functions, as well as importing and maintaining records in the Learning Management System. The position serves as an administrator for HOLT Enterprise for the Dealer Performance Center, OpenSesame, and Cornerstone systems, including system testing, training uploads, catalog management, and the training of other department LMS administrators.

The position processes Caterpillar and external customer invoices. The position assists instructors in analyzing data relating to feedback forms and attendee report cards. The position also prepares classrooms and materials. 

This role supports special projects, including support of external client reporting and service requirements. The position supports regulatory compliance by maintaining and reporting, as per OSHA and MSHA requirements.

The position must be able to multitask and react quickly in time-sensitive and confidential situations while providing planning and reporting support to internal and external customers.

The incumbent in this position is expected to model the following practices daily: 1) Demonstrate alignment with the company's mission and core business values; 2) Collaborate with key internal/external resources; 3) Participate in ongoing self-development. 

Essential Functions:
• Coordinates Classrooms for training participants and produces confirmation or other follow-up correspondence as appropriate to ensure maximum customer satisfaction.
• Programs and administers training registration; provides confirmations to customers on class, meal, and transportation arrangements
• Manages multiple training facilities maintains appropriate levels of materials to meet class requirements and orders supplies from identified suppliers
• Maintains attendance reports, evaluation sheets, and training records to ensure proper documentation of customer attendance and achievement attending class
• Maintains training schedules, ensuring that programs are delivered on time and according to internal timelines
• Advises instructors when class size minimum is not met/when the maximum is reached and contacts customers on class cancellations/additions
• The position processes Caterpillar and external customer invoices.
• The position assists instructors in analyzing data relating to feedback forms and attendee report cards. The position also prepares classrooms and materials.
• Ensures customers have met prerequisites and denies registration to those who do not. Verifies minimum score requirements have been met for admittance to classes.
• Ensures each enrollment is accompanied by a customer purchase order and each purchase order is processed promptly
• Provides customer reports via LMS/DPC/Open Sesame and forwards appropriate reports to customer’s supervisors with documentation of achievement or recommendation for improvement
• This role supports special projects, including support of external client reporting and service requirements.
• The position provides planning and reporting support to internal and external customers.
• Testing, planning, scheduling functions, as well as importing and maintaining records, as well as catalog management, and training of other department LMS administrators on the use and reporting functions of the LMS.
• Effectively organizes and manages training initiatives simultaneously
• Provide accurate and timely coordination of internal and external training and development projects. This includes, but is not limited to, schedule updates, project timetable management, maintaining all inventory (office and class
materials/supplies), chargebacks, and facilitating internal communication(s) to ensure consistency, customer satisfaction, and effective project workflow
• Provides accurate, service-oriented, and timely coordination of Learning Management System (LMS)
• Designs and implements processes to audit LMS data for course compliance
• Coordinate appropriate training activities for new employees, current employees, and external clients, diagnosing/recommending tools, lessons, and processes based on developmental needs and student transcripts
• Works safely at all times and adheres to all applicable safety policies; complies with all company policies, procedures, and standards
• Performs other duties as assigned

Knowledge, Skills, and Abilities:

• Excellent verbal, written, and communication skills
• Strong planning and coordination skills
• Sound decision-making and judgment skills
• Ability to administer Learning Management Systems
• Ability to maintain confidentiality
• Ability to work on multiple projects and deal effectively with employees and management
• Organizational ability and confidence to work independently
• Consulting and influencing abilities

Education and Experience:

• 4 years of training coordinator/administrative experience or Bachelor’s degree
• PC literacy required
• Proficiency in LMS or other large operating systems preferred.
• Previous executive assistant/coordinator skills preferred

Supervisory Responsibilities:

• None

Travel:

• No travel is expected for this position

Work Environment/Physical Requirements:

This job is generally performed in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. This position involves extended periods in a stationary position; additionally, occasional movement inside the office to access office machinery, file cabinets, etc. Occasionally moves or transports items weighing up to 40 pounds.

Disclaimer:

Please note that the above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not to be interpreted as an exhaustive list of all responsibilities, duties, and skills required of the incumbents so classified. All incumbents may be required to perform duties outside of their normal responsibilities, as needed.