Training Operations and Records Assistant

Training Operations and Records Assistant | GSB CCE

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Summary of Work Activities and Responsibilities

Under the supervision of the Training Services Group Head, the Training Operations and Records Assistant assists primarily in the post training cycle (e.g., preparation and release of certificates and documents, summarize responses on the course evaluation forms) and in maintaining the participant records.

Main Duties and Responsibilities

1. Training Operations Support
   • Assist Training Associates in carrying out training cycle tasks (pre, during, post) such as but not limited to the following:
   • Monitors participants' attendance providing support to both resource person and participants during classes.
   • Assists in venue preparations during onsite graduation events and document preparations.
   • Handles all of the Center's catering assignments/requirements for on campus training classes on a weekly basis.
   • Assists the Group Head in the preparation of evaluation summaries for sending to Resource Persons and Management Committee.
   • Submits copies of the class pictures to Sales and Marketing Group on a weekly basis.
2. Records and Documentation Operations (RDO) Support
   • Assists in recording, maintaining, and updating all participants' records/profiles in student databases and stockrooms.
   • Processes requests for records and other information-related inquiries from participants according to CCE procedures, standards, and deadlines.
   • Initiates correspondences/memos and forms pertaining to processing of documents (e.g., diplomas, grade certificates and certificate of completion).
   • Assists in coordinating the schedule of document release with internal and external stakeholders (e.g., Sales Executives, Training Officers, participants and client HR coordinators).
   • Prepares certificates of attendance/completion and diplomas.
   • Distributes signed diplomas, grade certificates, and certificates of completion.
3. Administrative Support
   • Attends to participants' inquiries and directs them to the person/department concerned (via email and phone calls).
   • Maintains orderliness and cleanliness of the department.
   • Coordinates with Training Associates and Officers in the completion of the department's monitoring sheet and on the submission of post course requirements (e.g., training actual expense report and evaluation summaries).
   • Attends process improvement discussions related to records and department operations.
4. Performs other work-related tasks as may be required by the Immediate Supervisor and/or authorized representative.

Knowledge, Skills and Abilities

• Coordination Skills: Ability to proactively coordinate, mediate, and manage actions in relation to others.
• Records Management: Ability to apply and adapt records management standards and best practice effectively in the organization's context; keen attention to details; Knowledge of data privacy laws.
• Communications and Interpersonal Skills: Ability to express thoughts clearly, accurately and succinctly in verbal and in writing to different audiences; Ability to relate well with others and to maintain relations with cordiality and diplomacy.
• Organization and Prioritization of Work: Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency; Keen to details.
• Customer and Service Oriented: Actively looks for ways to help and relate well with clients and partners—pleasing, warm, patient and respectful in dealing with people.
• Technology Savvy: Ability to utilize information technology and computer and internet systems to accomplish tasks; comfortable with exploring new technologies.

Education and Experience Requirements

• Bachelor's degree
• At least 2 years relevant work experience

Additional Information

• Seniority level: Entry level
• Employment type: Full-time
• Job function: Administrative
• Industries: Higher Education

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