H0775 - Training Coordinator Wage

About the role

Assist in developing and retaining a highly competent workforce by supporting the statewide learning manager. Support the goal of increasing opportunities for continuing education and new learning across class titles through the learning partnership program.

Responsibilities

• Monitor the annual training budget and report monthly status of expenditures against allocations.
• Monitor the Learning Partnerships budget and report monthly status of expenditures.
• Process Learning Partnership applications and training records.
• Coordinate logistical activities for training events by coordinating the registration process; developing and publishing periodic training schedules; coordinating coaches and facilitators and providing materials for facilitators.
• Maintain accurate inventory of training materials, supplies, and audio-visual equipment.
• Perform special duties as assigned.

Learning Partnership Program Support

• Process Learning Partnership, seminar, and technical training requests according to policy.
• Review Learning Partnership applications and seminar and technical training requests for complete detail and analyze information to determine compliance with program requirements.
• Contact applicants if more information is needed to complete applications.
• Send letters of approval to applicants after approval by supervisor.
• Research data to resolve discrepancies in Learning Partnership and seminar requests.
• Communicate and coordinate with staff and supervisor to develop internal procedures to ensure accurate processing of Learning Partnership and seminar requests.

Learning Partnerships

• Design and distribute marketing materials for Learning Partnership Program to ensure clarity of program procedures and to increase participation.
• Generate periodic reports on a quarterly basis to ensure participants adhere to the Learning Partnership guidelines.
• Monitor accounts owed back to Learning Partnerships by employees who leave VDOT with tenure on approved Learning Partnership grants, who drop a pre-paid class after adding and or drop date, or who do not make a satisfactory grade.
• Maintain database of money owed to VDOT; partner with program lead to send appropriate communications to employees to ensure follow up on collection of funds.
• Maintain and develop monthly budget reports and records; analyze for discrepancies, trends, issues; reconcile vendor statements and resolve discrepancies.

Records Management

• Maintain accurate records of Learning Partnership, seminar, and technical training transactions by posting information in Cardinal, LMS, and Excel for the budget.
• Verify accuracy of fiscal transactions quarterly by reconciling paperwork with LMS and Cardinal.
• Maintain accurate training class records and up-to-date employee training histories using LMS database.
• Enter new employee data, create classes, register employees in classes and communicate enrollment status.
• Maintain files. Generate class roster and training reports.
• Ensure accurate records of certificates, degrees, and licensures received through Learning Partnership Program are included on LMS and Excel spreadsheets and generate quarterly status reports.
• Purge records according to state and VDOT records management guidelines and policy.

Training Budget Maintenance and Tracking

• Process fiscal transactions in accordance with State and agency fiscal policies and procedures.
• Assist in preparing and monitoring annual training budget.
• Keep accurate records of expenditures using Excel, LMS, and Cardinal.
• Create, generate, and provide budget reports with preliminary analysis and review with Training staff.

Qualifications

• Ability to assess workload, prioritize and handle multiple priorities.
• Ability to consult with customers on education and development planning.
• Ability to maintain confidentiality.
• Ability to perform data entry, process accounting transactions, organize and manage records.
• Ability to set-up and operate various audio-visual equipment.
• Knowledge of state procurement policies, procedures, accounting practices, procedures, and budget tracking.
• Skilled in giving presentations and facilitating training.

Skills

• Ability to communicate effectively, orally and in writing.
• Ability to effectively coordinate meetings and classes.
• Ability to organize and manage records.
• Knowledge of budget tracking and problem resolution.
• Knowledge of office principles and practices.
• Skill in computer software programs, such as MS Office Suite, and automated financial programs.

Additional Considerations

• A combination of training, experience, or education in Business Administration, Accounting, Finance, or related field desired.
• Ability to monitor a budget and process transactions to meet deadlines.

Physical Requirements

• Ability to set-up and operate various audio-visual equipment.