Registrar Program Specialist - Blackstone VA

Summary

Registrar Program SpecialistHo-Chunk Inc. Management Services (HCIMS) is seeking a full-time Registrar Program Specialist. The Registrar Program Specialist is responsible for performing a wide variety of administrative duties including data entry in the Department of State (DOS) official Student Training Management System (STMS) database under the guidance of the Registrar for the Foreign Affairs Security Training Center (FASTC). The position is based in Blackstone, VA at the U.S. Department of State, Foreign Affairs Security Training Center (FASTC).Essential Functions:Establishes and manages office procedures as established by the Registrar and FASTC Standard Operating Procedures (SOP)Manages and maintains the office filing system to include retiring course files according to the DOS Disposition ScheduleMonitors the DSRegistrar mailbox: responds to student inquiriesWorks closely with FSI in support of the FASTC courses in STMSEmploys applicable DOS security standards and proceduresCoordinates administrative matters as appropriate between Registrar's office, other administrative sections (budget, facilities support, travel), and programsDevelops an in-depth knowledge of all FASTC courses as they relate to the Registrar's officeDrafts routine e-mails to staff and studentsDevelops thorough understanding of the DOS's official Student Training Management System (STMS) to include data entry and running management reportsResponsible for Tier 1 Help Desk Support for the Training Management System (TMS) and OKTA to include: rectifying account lockouts, registering students into OKTA Single Sign Authentication, auditing account activity for student lockouts to determine steps remaining for access, managing all account profile changes to include emails, name changes, and other student informationManages all the active student profile data to include archiving students, reactivating accounts, and changing profile roles. Administers all student-submitted online access requests via TMS webformsBased on a thorough familiarity with the objectives of the Training Center and the Bureau works with the Registrar in coordinating student registrations for specific courses offered at FASTCActs independently to anticipate scheduling problems, develop solutions and apply solutions successfully without frequent reference to the Registrar. Uses mature judgment and common sense in the negotiation of scheduling conflicts, resolutions and other disputes related to FASTC training enrollmentsBuilds courses in STMS from scratch to include entering the course in Catalog, Course Reference, and Section. This includes the yearly update of all course descriptions and data entry of new fiscal year course datesResponsible for the daily registration of students in FASTC courses and maintenance of appropriate records on student enrollment and certification of courses completed. Registration is done using an online registration program or paper enrollment formsResponsible for explaining requirements and scheduling of courses through correspondence to DOS and other government agency training officers and personnel from overseas posts to include processing tuition payments through FASTC's budget office. Ensures that third party contractors have their appropriate Contracting Officer approval before enrollmentAssists with reports concerning statistical information. Reports include but are not limited to number of students trained, variety of students trained, how many courses, etc. Continually updates the student database and is relied upon to consolidate a variety of information within database limitations. Prepares recurring reports and as requestedMeets with students if the need arises to rectify and solve enrollment issues when the student arrives at FASTC. This includes, but is not limited to, obtaining information from the student, identifying the overt and underlying problem, providing training information and/or directing the student to the appropriate resource if necessaryEnsures that course rosters are returned, students 'completed' in the database and certificates issued to course managers in a timely mannerInputs FASTC courses and student data into the Training Management SystemResponds to student inquiries regarding information on Employee ProfilesInstructs newly-hired course coordinators on STMS Online applicationActs independently to schedule all FASTC courses into the FASTC Room Reservation Schedule at the beginning of each fiscal year. Continues to work with course managers and coordinators throughout the year as room requirements changeSupervisory Responsibility None required for this positionWork Environment This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Ability to work outdoors where conditions may be unpleasant or uncomfortable, irregular and unscheduled hours and with exposure to personal risksPhysical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Ability to complete work requiring regular and recurring physical and mental exertion, long periods of standing, and irregular hours. Ability to work in unpleasant or adverse environmental conditions, such as extreme hot and cold. Ability to lift and carry equipment and materials. Ability to work effectively in an environment that consists of numerous personnel and use of pyrotechnics. Expresses or exchanges ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly or quickly. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.Position Type/Expected Hours of Work This is a full-time position. Typical days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m. Evening and weekend hours required, as required by business need.Travel Travels as necessary to other U.S. and foreign training sites, though it is not expected such travel will exceed 25% of total work time.

Job Description

Registrar Program SpecialistHo-Chunk Inc. Management Services (HCIMS) is seeking a full-time Registrar Program Specialist. The Registrar Program Specialist is responsible for performing a wide variety of administrative duties including data entry in the Department of State (DOS) official Student Training Management System (STMS) database under the guidance of the Registrar for the Foreign Affairs Security Training Center (FASTC). The position is based in Blackstone, VA at the U.S. Department of State, Foreign Affairs Security Training Center (FASTC).Essential Functions:Establishes and manages office procedures as established by the Registrar and FASTC Standard Operating Procedures (SOP)Manages and maintains the office filing system to include retiring course files according to the DOS Disposition ScheduleMonitors the DSRegistrar mailbox: responds to student inquiriesWorks closely with FSI in support of the FASTC courses in STMSEmploys applicable DOS security standards and proceduresCoordinates administrative matters as appropriate between Registrar's office, other administrative sections (budget, facilities support, travel), and programsDevelops an in-depth knowledge of all FASTC courses as they relate to the Registrar's officeDrafts routine e-mails to staff and studentsDevelops thorough understanding of the DOS's official Student Training Management System (STMS) to include data entry and running management reportsResponsible for Tier 1 Help Desk Support for the Training Management System (TMS) and OKTA to include: rectifying account lockouts, registering students into OKTA Single Sign Authentication, auditing account activity for student lockouts to determine steps remaining for access, managing all account profile changes to include emails, name changes, and other student informationManages all the active student profile data to include archiving students, reactivating accounts, and changing profile roles. Administers all student-submitted online access requests via TMS webformsBased on a thorough familiarity with the objectives of the Training Center and the Bureau works with the Registrar in coordinating student registrations for specific courses offered at FASTCActs independently to anticipate scheduling problems, develop solutions and apply solutions successfully without frequent reference to the Registrar. Uses mature judgment and common sense in the negotiation of scheduling conflicts, resolutions and other disputes related to FASTC training enrollmentsBuilds courses in STMS from scratch to include entering the course in Catalog, Course Reference, and Section. This includes the yearly update of all course descriptions and data entry of new fiscal year course datesResponsible for the daily registration of students in FASTC courses and maintenance of appropriate records on student enrollment and certification of courses completed. Registration is done using an online registration program or paper enrollment formsResponsible for explaining requirements and scheduling of courses through correspondence to DOS and other government agency training officers and personnel from overseas posts to include processing tuition payments through FASTC's budget office. Ensures that third party contractors have their appropriate Contracting Officer approval before enrollmentAssists with reports concerning statistical information. Reports include but are not limited to number of students trained, variety of students trained, how many courses, etc. Continually updates the student database and is relied upon to consolidate a variety of information within database limitations. Prepares recurring reports and as requestedMeets with students if the need arises to rectify and solve enrollment issues when the student arrives at FASTC. This includes, but is not limited to, obtaining information from the student, identifying the overt and underlying problem, providing training information and/or directing the student to the appropriate resource if necessaryEnsures that course rosters are returned, students 'completed' in the database and certificates issued to course managers in a timely mannerInputs FASTC courses and student data into the Training Management SystemResponds to student inquiries regarding information on Employee ProfilesInstructs newly-hired course coordinators on STMS Online applicationActs independently to schedule all FASTC courses into the FASTC Room Reservation Schedule at the beginning of each fiscal year. Continues to work with course managers and coordinators throughout the year as room requirements changeSupervisory Responsibility None required for this positionWork Environment This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Ability to work outdoors where conditions may be unpleasant or uncomfortable, irregular and unscheduled hours and with exposure to personal risksPhysical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Ability to complete work requiring regular and recurring physical and mental exertion, long periods of standing, and irregular hours. Ability to work in unpleasant or adverse environmental conditions, such as extreme hot and cold. Ability to lift and carry equipment and materials. Ability to work effectively in an environment that consists of numerous personnel and use of pyrotechnics. Expresses or exchanges ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly or quickly. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.Position Type/Expected Hours of Work This is a full-time position. Typical days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m. Evening and weekend hours required, as required by business need.Travel Travels as necessary to other U.S. and foreign training sites, though it is not expected such travel will exceed 25% of total work time.