Training Assistant

Mental Health Partnerships•Philadelphia, PA

11h•Hybrid

About The Position

The Full-Time Training Assistant supports the successful planning, coordination, and delivery of Certified Peer Specialist (CPS) and other Institute trainings by providing comprehensive administrative, logistical, operational, and compliance support. This position plays a critical role in ensuring training events are organized, well-documented, compliant with governing standards, and aligned with organizational policies and funder requirements. The Training Assistant works closely with trainers, program leadership, affiliate partners, and administrative staff to coordinate training logistics, manage documentation and certification records, oversee data tracking systems, prepare materials, and support both in-person and virtual training environments. This role contributes to maintaining instructional quality, operational efficiency, and continuous program improvement.

Requirements

High school diploma or GED required; associate degree or higher preferred.
Minimum of one (1) years of administrative experience preferred.
Proficient in Spanish required
Experience supporting trainings, workshops, conferences, or educational programs strongly preferred.
Strong proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint) and virtual meeting platforms.
Demonstrated organizational skills with the ability to manage multiple priorities.
High attention to detail and accuracy in data entry and recordkeeping.
Strong written and verbal communication skills.
Ability to work independently and collaboratively within a team.

Responsibilities

Coordinate and set up training rooms, including A/V equipment, projectors, microphones, flip charts, seating arrangements, and accessibility accommodations.
Prepare, organize, and distribute all training materials including manuals, handouts, name tents, sign-in sheets, assessments, evaluations, and certificates.
Manage virtual training platforms (Zoom/Teams), including registration support, waiting rooms, breakout rooms, attendance tracking, chat moderation, and troubleshooting.
Provide day-of logistical coordination including room access, technology checks, refreshment setup (per policy), and trainer support.
Assist trainers during classroom activities including timekeeping, small group coordination, role plays, and skills practice.
Ensure all materials, supplies, and equipment are prepared in advance of each training session.
Organize, schedule, and moderate training graduations. Distribute graduation materials to graduates/ attendees and present certificates during graduation ceremony.
Maintain organized digital and physical filing systems for all training cohorts.
Track and document participant attendance, scores, practice hours, evaluations, and certification requirements.
Enter and maintain accurate data in designated tracking systems and databases.
Generate certificates of completion and maintain certificate issuance logs.
Process duplicate certificate requests in a timely manner.
Collect, safeguard, and archive required documentation in accordance with confidentiality and compliance standards.
Prepare attendance summaries, evaluation rollups, training outcome reports, and other administrative reports as requested.
Monitor participant documentation completion and communicate with trainers regarding outstanding requirements.
Maintain organized records in alignment with regulatory and funding requirements.
Coordinate shipping of training materials to conferences, partner organizations, and off-site training locations.
Perform photocopying, scanning, document collection, and digital file organization.
Order office supplies and training materials from approved vendors and maintain supply inventory.
Order food for conferences and training events in accordance with budget guidelines.
Coordinate travel and lodging arrangements for Institute staff and trainers as needed.
Assist affiliate partners with processing training paperwork, tracking documentation, and delivering certificates prior to training completion.
Support stakeholder outreach through postal and electronic communications.
Provide front desk coverage backup as required.
Participate in program planning meetings and training debrief sessions.