Training Admin

Job Description

Job Description

Position Summary

The Administrative Assistant for the Training, Licensing, and Compliance Division provides critical administrative and operational support to ensure the efficient delivery of training programs, maintenance of state licensing requirements, and adherence to legal and regulatory compliance standards. This role serves as a central coordination point for student records, regulatory documentation, scheduling, and internal/external communications.

Key Responsibilities

Training Administration

• Coordinate and schedule training courses, instructors, and facilities
• Maintain training calendars and communicate updates to staff and students
• Prepare training materials, rosters, sign-in sheets, and course packets
• Track student attendance, course completion, and certification status
• Assist instructors with administrative needs before, during, and after training sessions
• Maintain digital and physical training records in accordance with retention policies

State Licensing Support

• Process company, employee, and student licensing applications in accordance with state regulatory requirements
• Ensure accuracy and completeness of all licensing documentation prior to submission
• Track application statuses, renewals, expirations, and continuing education requirements
• Serve as liaison between the organization and state licensing agencies
• Maintain organized and audit-ready licensing files

Legal & Compliance Support

• Assist in maintaining compliance with applicable laws, regulations, and internal policies
• Organize and maintain compliance documentation, including audits, inspections, and reports
• Support preparation for regulatory audits and inspections
• Track compliance deadlines and reporting requirements• Assist with updating policies, procedures, and training materials to reflect regulatory changes

Administrative & Operational Support

• Manage incoming calls, emails, and inquiries related to training and licensing
• Maintain filing systems (electronic and physical) for training and compliance records
• Generate reports on training metrics, licensing status, and compliance tracking
• Coordinate meetings, take minutes, and follow up on action items
• Order and maintain office and training supplies
• Support special projects as assigned by leadership

Qualifications

Required

• High school diploma or equivalent (associate or bachelor’s degree preferred)
• 2+ years of administrative experience, preferably in training, compliance, or regulated
• environments
• Strong organizational and time management skills with attention to detail
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Ability to manage sensitive and confidential information with discretion
• Strong written and verbal communication skills

Preferred

• Experience with state licensing or regulatory compliance processes
• Familiarity with training management systems (LMS) or recordkeeping systems
• Experience working in a regulated industry (e.g., security, healthcare, education, or government)

Key Competencies

• Attention to detail and accuracy
• Organizational and multitasking ability
• Regulatory awareness and compliance mindset
• Communication and customer service skills
• Problem-solving and critical thinking
• Ability to work independently and as part of a team

Work Environment

• Office-based with occasional support in training environments
• May require occasional extended hours to support training schedules or compliance deadlines

Physical Requirements

• Prolonged periods of sitting and computer use
• Ability to lift and move training materials and supplies (up to 25 lbs)

Benefits

We offer competitive benefits that start 30 days after your first working day for full-time employees. We also offer a generous PTO after 90 days.

Additional Notes

This position plays a vital role in ensuring that all training operations, licensing processes, and compliance requirements are executed efficiently, accurately, and in accordance with applicable laws and standards. The ideal candidate is highly organized, detail-oriented, and comfortable working in a structured, compliance-driven environment.