CS Learning Administrator

Community Solutions • Gilroy, CA

2d • Onsite

About The Position

Under general supervision of the Program Director, the CS Learning Administrator provides comprehensive administrative logistical, data and project management for internal and external customers of the CS Learning Training Institute. This position operates as the administrator of the agency’s Relias Learning Management System as well as the CS Learning and SharePoint webpages designing and maintaining system content, implementing system updates and improvements and maintaining user transcripts in support of achieving the Agency’s Training Plan goals, CS Learning Partner contract requirements and CARF compliance. The position plays a key role in providing logistical support to training sessions, inclusive of registration, setup, materials, and post training documentation.

Requirements

• A.A. Degree or equivalent and five years of related office experience, customer support and project coordination.
• Experience handling project and event logistics, developing and tracking processes, database management, generating reports, and strong customer service skills.
• Experience with Microsoft Office Suite (Word, Excel, PowerPoint), Zoom, Canva and webinar software.
• Demonstrated ability to input data using systems and practices, handle large amounts of data collection and produce accurate and useful reports.
• Utilize continuous improvement systems.
• Work with Training team, agency leadership and liaison with all employees regarding professional development and training compliance.
• Computer proficiency.
• Must be able to obtain and maintain program specific trainings and certifications, and receive a criminal record clearance as required by specific programs, funding requirements and licensing regulations.
• This position requires employee to use their personal automobile to perform routine job duties.
• Possess a valid California driver’s license, current car insurance and a good driving record as documented by a DMV report and consistent with the Agency’s liability insurance requirements.
• Candidates for this position must be legally authorized to work directly as an employee for any employer in the United States without visa sponsorship.

Nice To Haves

• The Ideal Candidate Will Possess the Following Qualifications and Knowledge: Did you know that research shows that women and people from underrepresented groups often apply to jobs only if they meet 100% of the qualifications? Please understand that no one ever meets 100% of the capabilities. If much of this describes you, we encourage you to apply. This might be the right next role for you if you have:

Responsibilities

• Responsible for organizing daily activities and internal/external event logistics of the Training Division.
• Provides support and direction to staff in the agency’s Relias software system and Core Care Model Training Plan compliance, creating job aides and facilitating training.
• Coordinates, schedules and supports trainings for staff, interns, and contracted learning partners.
• Creates and maintains an accurate annual CS Learning training calendar, including logistics and facilitator schedules.
• Manages employee accounts in Relias software system upon hire and through termination.
• Maintains confidential personnel information such as account setup, password setup and retrieval and updates to employee user profiles, and assigned courses.
• Responsible for setting up and maintaining Standard Operating Procedures (SOPs) virtual binders in Relias, in partnership with QA Director and Policy Review Team, to ensure that SOPs are assigned to and signed off by staff according to required timelines.
• Responsible for tracking all staff training requirements according to program contracts and agency Training Plan.
• Administers training compliance audits and complies dashboards for staff and Managers regarding training compliance.
• Supports staff and managers in assigning appropriate trainings to support professional development goals and/or corrective action plans.
• Agency liaison and coordinator of the training deliverables at outlined in contracted Learning Partner Agreements.
• Organizes, maintains and submits required documentation in compliance with associated accredidation bodies in order to ensure that our Continuing Education Provider Approval status is maintained.
• Conducts quarterly audits to ensure that all required documentation is on file.
• Provides administrative support to CS Learning faculty, internal and contracted, to ensure that all logistical needs are met in a timely and professional manner.
• Completes Training Logistics Requests in collaboration with the Facilities team.
• Compiles training data, tracks training evaluations, and ensures that trainees receive appropriate training certificates and credit.
• Assigns, reviews and tracks training compliance through the Agency’s Relias Learning software.
• Assists program staff in accessing certification in required evaluation tools such as CANS, KIPS, CPR/First Aid, 5150 and TF-CBT.
• Coordinates associated certification fees with finance team.
• Tracks certification expirations, where applicable such as CANS, and links staff to the necessary resources to maintain required certifications.
• Coordinates scheduling and logistics of the New Employee Orientation (NEO) for all new hires to the agency in partnership with HR team.
• Responsible for all logistics related to NEO – trainer schedules, communication with manager and coordination of employee schedules during the 3-day NEO.
• Responds to phone calls and emails within 24 hours on business days.
• Maintains an up-to-date Outlook Calendar detailing daily schedule, meetings, and assigned projects.
• Participates in team meetings in a strength-based manner.
• Attends regular department and Agency meetings with program staff, interns and/or volunteers.
• Successfully completes all training requirements for this position to ensure agency and contract compliance.
• Employee must have the ability to operate a motor vehicle in order to attend to assigned Agency business.
• Performs first aid based on training and certification, as needed.

Benefits

• 100% of premiums paid by employer for full-time employees and eligible dependent children
• 403(b) Retirement Plan with 5% employer match
• 3-weeks paid vacation to start
• 13 paid holidays; 96 sick hours per year (inclusive of self-care/mental health days)
• Longevity bonuses
• Generous family medical leave for eligible employees
• Student Loan Forgiveness Program
• Staff learning and development and robust in-house training opportunities
• Employee-led Diversity, Equity, and Inclusion Resource Group

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree