Registrar Program Specialist I

Olgoonik - Blackstone, VA

Full-time

Blackstone, VA

Warehousing and Storage

About the position

The Registrar Program Specialist I at Olgoonik Corporation plays a crucial role in supporting the administrative functions of the Foreign Affairs Security Training Center (FASTC). This position involves a variety of tasks centered around data management and office procedures, ensuring that the Registrar's office operates smoothly and efficiently. The specialist will be responsible for data entry into the Department of State's (DOS) official Student Training Management System (STMS) database, under the guidance of the Registrar. This role requires a keen attention to detail and a thorough understanding of the processes involved in managing student training records and course certifications. In addition to data entry, the Registrar Program Specialist will manage office procedures as established by the Registrar and FASTC Standard Operating Procedures (SOP). This includes maintaining the office filing system, monitoring the DS Registrar mailbox, and coordinating administrative matters between the Registrar's office and other sections such as budget and facilities support. The specialist will also develop an in-depth knowledge of all FASTC courses, which is essential for providing accurate information and support to students and staff. The role requires the specialist to control access to the FASTC building, issue visitor badges, and manage the distribution of mail and telephone inquiries. Administrative support to the Registrar and DS Training Officer is also a key responsibility, which includes managing student enrollments and preparing course certificates. The position demands a high level of organization, customer service orientation, and the ability to handle multiple tasks in a busy office environment.

Responsibilities

• 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 Schedule
• Monitors the DS Registrar mailbox: responds or forwards to other Registrar staff
• Works closely with the FSI Registrar's office in support of the DS Training Officer
• Employs applicable DOS security standards and procedures
• Coordinates administrative matters as appropriate between the Registrar's office, other administrative sections (budget, facilities support, travel), and programs
• Develops an in-depth knowledge of all FASTC courses as they relate to the Registrar's office
• Drafts routine e-mails to staff and students
• Develops thorough understanding of the DOS's official Student Training Management System (STMS) to include data entry and running management reports
• Controls access to the FASTC building by checking identification of personnel entering through the Registrar's office
• Issues visitor badges and arranges escorts as appropriate; ensures return of all badges issued and prepare monthly inventory for the Security Officer
• Distributes mail and handles telephone inquiries for all of FASTC; orders office supplies as needed
• Provides administrative support to the Registrar/DS Training Officer to include management of student enrollments and confirmations
• Prepares, stamps, and signs via signature wheel course certificates for all students completing FASTC courses
• Accepts room reservation requests and enters into Share Point
• Assists other Registrar Program Specialists with course filing
• Performs other administrative support as needed

Requirements

• High School Diploma
• A minimum of three (3) years experience working in an office environment
• Basic knowledge of and experience with administrative or office management functions
• Must be highly organized with excellent oral and written communication skills
• Must be able to work in a collaborative, team environment
• Must be customer service-oriented
• Must be able to handle multiple tasks simultaneously in a busy work environment
• Must possess proficiency in SharePoint and MS Office Suites software with strong Excel and processing skills