ADMINISTRATIVE TECHNICIAN - TRAINING - HYBRID

Training Administrative Assistant

The candidate must reside within San Antonio or within 25 miles within the direct surrounding area.

This position provides administrative support to the Training and Professional Development Department. The position interacts with all SJRC/Belong departments and programs, Belong Network Providers, community leaders and resources, and the Texas Department of Family Protective Services (TDFPS). This position requires travel to in-person training and meetings. The Training Administrative Assistant reports to the Director of Training.

Essential Duties And Responsibilities

• Supports the administrative needs of the Training and Professional Development Department.
• Ability to work within Excel spreadsheets to prepare statistical and budget reports, maintain the Training Department budget, collect and organize receipts for purchases, and submit them to Accounting as needed.
• Credits and uploads certificates of completion in the Learning Management System and other training platforms as applicable, including taking attendance during in-person sessions, verifying participation through sign-in sheets or rosters, downloading virtual attendance reports, and crediting staff accordingly.
• Prepares and issues certificates of completion for Foster Parent and External Providers trainings, ensuring all participant information is accurate and verified prior to release.
• Provides support for LMS users to ensure seamless access to training for all programs. Cross-check training reports to verify training attendance and identify discrepancies.
• Assists with data entry for Foster Care Litigation (FCL) training completions in the HRIS system.
• Provides administrative support during onboarding and in-person training sessions, including making copies, welcoming staff, admitting attendees, and setting up presentations for facilitators.
• Assists with training setup, logistics, and room preparation, including arranging and moving tables and chairs, preparing training materials, and ensuring all equipment and supplies are ready for use. Also responsible for breaking down rooms and equipment after each training session.
• Assist in obtaining course evaluations by monitoring New Employee Orientation attendance and sending out the course evaluations as needed.
• Maintains an accurate inventory of training supplies and equipment by physically checking stock, identifying low or missing items, and placing supplies orders as needed.
• Joins all virtual training sessions to assist with admitting participants, troubleshooting technical issues, providing real-time support, and ensuring participants are following the virtual training guideline of remaining on camera.
• Serves as the main phone contact for training sessions to assist staff who are running late, experiencing access issues, or need immediate guidance.
• Assists with maintaining the Training Calendar in Outlook by creating all training sessions, adding facilitators and co-facilitators, assigning organizer roles as appropriate, and ensuring all sessions are accurately scheduled and updated.
• Schedules and reserves training rooms across all locations by maintaining an updated reservation spreadsheet, following established procedures, and communicating updates to the training team.
• Helps maintain the Training Department SharePoint site.
• Ability to collaborate with internal and external stakeholders when needed
• Maintains meeting minutes, correspondence, forms, and other documents to support departmental operations.
• Files and organizes digital and hard copy documentation in accordance with licensing and contractual requirements.
• Performs other duties as assigned.

Qualifications

Required:

• Associate degree or college experience.
• Minimum of two years of experience in an administrative or office support role, preferably in a training, compliance, or human services environment.
• Proficient in Microsoft Office applications, including Excel (spreadsheets, formulas, and reporting) and PowerPoint (presentations and formatting).
• Skilled in using Microsoft Teams and other virtual meeting platforms to support live and hybrid training sessions.
• Strong organizational and multitasking skills with the ability to manage multiple priorities and deadlines.
• Excellent verbal and written communication skills, with attention to detail and accuracy.
• Demonstrates professionalism, discretion, and the ability to work collaboratively in a team environment.

Preferred:

• Bachelor's degree in business management or related field
• Familiarity with systems such as CareMatch, IMPACT, and Texas Provider Gateway (TPG) preferred.
• Experience working in a support role
• Experience with Learning Management Systems
• Experience with DFPS or Child Welfare Industry
• Must model the organization's mission, vision, and core values using a Trauma-Informed Care approach.
• Promotes and demonstrates cultural competence, cultural sensitivity, and cultural humility among coworkers and all work-related contacts.

Certifications/Licenses/Registrations:

• Valid Texas driver's license, reliable transportation, and proof of current automobile insurance required.

Physical/Mental Requirements And Information

• Body mobility to stoop, kneel, bend, reach, walk briskly.
• Stamina to work long days and drive long distances.
• Moderate to heavy lifting up to 60 pounds.
• Must have the ability to communicate both verbally and in writing.
• Minimum 40 hours per week but may necessitate additional time to complete assigned work, which may include some evenings and weekends.
• Campuses are smoke-free, except on permitted campuses in designated areas.

Description Of Organizational Relationships/Reporting Relationships:

Supervised by: Director of Training and Professional Development

Supervises: N/A