Temp Administrative Assistant
About The Position
The temporary Training Department Administrative Assistant will support the Training Department in cleaning up and consolidating training records from multiple company software systems and helping launch a new learning management system (LMS). The position is estimated to last 6 to 9 months, with the potential to transfer to full-time employment. The role gathers, standardizes, checks, digitizes, and uploads training records and supporting documents; assists with LMS launch preparation and user onboarding; and tracks migration progress and account activation. It also helps establish and maintain an archive of records after data has been confirmed in the LMS. Other job duties may be assigned.
Requirements
- High school diploma or GED required.
- Experience with record keeping.
- Experience navigating a Learning Management System.
- Prior administrative support, office coordination, training administration, or related experience.
- Good written and verbal interpersonal and communication skills, with the ability to interact professionally with employees, supervisors, trainers, and leadership.
- Exceptional organizational skills and ability to manage multiple projects and priorities simultaneously.
- Ability to prioritize, organize, and meet work deadlines.
- High attention to detail and commitment to maintaining accurate records and documentation.
- Proficiency in Microsoft Office, including Word, Excel, and Outlook.
- Experience with document scanning and electronic file organization.
- Ability to handle confidential employee information with discretion.
- Ability to read, interpret, and write reports legibly in English.
- Ability to type a minimum of 45 words per minute.
Nice To Haves
- Excel VLOOKUP/XLOOKUP experience.
Responsibilities
- Gather training records from HRIS, ERP, the current LMS, spreadsheets, shared drives, paper files, and other internal platforms across company entities.
- Receive and compile records from area safety councils and other third-party vendors.
- Standardize record formats, including names, employee IDs, dates, job titles, locations, and business unit codes.
- Flag duplicate or mismatched records for Training Department review.
- Compare collected records with current company headcount to identify missing records, terminated employees, new hires, and transfers between company entities.
- Inventory certifications and document each certification, qualification, and credential’s expiration cadence and supporting documentation, noting missing documentation.
- Digitize paper records such as sign-in sheets, certificates, and evaluations, and name files according to the department naming convention.
- Populate vendor bulk-upload templates with users, courses, and historical completions.
- Spot-check historical completions against LMS records uploaded through vendor bulk-upload templates and log errors.
- Upload certificates and documentation to employee profiles.
- Assist in preparing LMS launch materials.
- Respond to basic questions about platform access during launch.
- Track LMS account activation and follow up with employees who have not logged in.
- Schedule LMS onboarding sessions for field crews and managers.
- Compile weekly status reports on records migrated, errors found and fixed, and user activation rates.
- Assist in setting up and maintaining a data archive, including archiving legacy spreadsheets and folders after data is confirmed in the LMS.
- Perform other job duties as assigned.
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What This Job Offers
Career Level
Entry Level
Education Level
High school or GED
