Program Specialist

Oak Ridge Associated Universities•Oak Ridge, TN

8d•$21 - $28•Onsite

About The Position

PURPOSE: To provide support of the Professional Training Programs (PTP). To ensure that all functions related to training courses, the registration system, and course material preparation are performed.

Requirements

High school diploma and 2-4 years of job-related experience. An equivalent combination of education and experience performing duties as described may be substituted for the minimum requirements.
This position requires early arrival (NLT 7:15 a.m.) at the office
Must have intermediate experience using Microsoft Office (Word, Excel, Outlook, and PowerPoint)
Effective communication, both verbal and written, and a customer-friendly attitude are required
Punctuality and attendance during training courses are required
Detail-oriented desired as well as the physical organization of the office and classroom space
Excellent customer service skills

Nice To Haves

Business office operational experience is a plus
Previous registration or event planning experience is a plus
Administrative experience with training or educational programs is a plus

Responsibilities

Course Registration
Create Cvent (course registration software) events, verify events are up-to-date and correct, and provide information to students once registration is complete
Communicate with course participants by responding to the registrar's email account and main phone line to ensure that all communications from students are addressed in a timely manner
Ensure preparation and submittal of appropriate security forms for Non-US citizens; verify completion of security briefing, maintain security plans, and compile and maintain host reports in accordance with Oak Ridge Associated Universities (ORAU) and Department of Energy (DOE) security requirements
Prepare invoices and monitor payments
Course Preparation, Delivery, and Closeout
Prepare course materials (notebooks, references, badges, etc.)
Schedule and prepare course material shipments, compile and review course materials prior to shipment, and serve as the primary point of contact with both FTD-TSS as well as the off-site course individuals
Set-up, monitor, and clean-up classroom
Coordinate the activation of visitor badges with Safeguards and Security, maintain the visitor logs for PTP, and conduct weekly visitor badge inventory as the PTP Visitor Control Representative
Greet and assist course participants with Lobby Guard check-in
Address participant issues/questions while participants are on-site
Assist with prep/field work for PTP lab courses
Conduct course close out by compiling and archiving course critiques, preparing and coordinating student course material shipments
Assist with data entry for online training courses in the LMS
Assist with laboratory activities and field exercises as needed
Travel
Submit all travel requests/expense reports for PTP staff
Work with travel groups to provide cost estimates for potential courses
Advertising
Coordinate advertisements in the Health Physics Society (HPS) Newsletter
Ensure the PTP mailing list is accurate
Coordinate the preparation of the annual PTP Course Catalog Flyer and PTP Course Mug
Inventory/Property Control
Manage PTP property as Property Representative for the program
Schedule equipment service, routine equipment maintenance and repair, and order supplies (toner, paper, drum, etc.)
Submit requests to FTD for building maintenance and repair
Procurement
Submit iProcurement requests at the direction of staff
Maintain P-card and use it in accordance with policy
POC for Airgas
Track supply inventory for courses and submit purchases when necessary