Registrar Program Specialist III

Olgoonik - Blackstone, VA

Full-time

Blackstone, VA

Warehousing and Storage

About the position

The Registrar Program Specialist III at Olgoonik Corporation plays a crucial role in managing a variety of administrative tasks within the Department of State's official Student Training Management System (STMS) database. This position is integral to the Foreign Affairs Security Training Center (FASTC), where the specialist will work under the guidance of the Registrar to ensure efficient operations and support for training programs. The specialist is expected to establish and manage office procedures in accordance with FASTC Standard Operating Procedures (SOP) and maintain an organized filing system, including the retirement of course files as per the Department of State's Disposition Schedule. In this role, the specialist will monitor the DS Registrar mailbox, responding to student inquiries and collaborating closely with the Foreign Service Institute (FSI) to support FASTC courses in STMS. The position requires a thorough understanding of DOS security standards and procedures, as well as the ability to coordinate administrative matters between the Registrar's office and other sections such as budget, facilities support, and travel. The specialist will develop an in-depth knowledge of all FASTC courses and will be responsible for drafting routine communications to staff and students. The Registrar Program Specialist III will also be tasked with building courses in STMS, which includes entering course details, updating course descriptions, and managing student registrations. This involves daily registration of students in FASTC courses, maintaining accurate records of student enrollment, and ensuring timely issuance of certificates upon course completion. The specialist will assist with statistical reporting, continually updating the student database, and preparing recurring reports as requested. Additionally, the specialist will meet with students to resolve enrollment issues, provide training information, and direct them to appropriate resources. The role requires the ability to work independently, anticipate scheduling problems, and apply solutions effectively. The specialist will also back up the Registrar Specialist I in various administrative tasks, ensuring smooth operations within the Registrar's office. Overall, this position demands a high level of organization, communication skills, and the ability to manage multiple tasks in a busy office environment.

Responsibilities

• Establishes and manages office procedures as established by the Registrar and FASTC Standard Operating Procedures (SOP)
• Manages and maintains the office filing system, including retiring course files according to the DOS Disposition Schedule
• Monitors the DS Registrar mailbox and responds to student inquiries
• Works closely with FSI in support of the FASTC courses in STMS
• Employs applicable DOS security standards and procedures
• Coordinates administrative matters between the Registrar's office and other administrative sections
• 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)
• Coordinates student registrations for specific courses offered at FASTC
• Anticipates scheduling problems and develops solutions independently
• Builds courses in STMS from scratch, including yearly updates of course descriptions
• Responsible for daily registration of students in FASTC courses and maintenance of appropriate records
• Explains requirements and scheduling of courses to DOS and other government agency training officers
• Assists with reports concerning statistical information
• Meets with students to rectify and solve enrollment issues
• Ensures timely return of course rosters and issuance of certificates
• Backs up the Registrar Specialist I with various administrative tasks
• Responds to student inquiries regarding Employee Profiles
• Instructs newly-hired course coordinators on STMS Online application
• Serves as primary point of contact for enrollment in FASTC's High Threat Tactical (HTT) course
• Oversees enrollments of overseas and domestic personnel in Information Assurance (IA) courses
• Acts as backup for data entry of DS agent weapons qualifications and FAMFIRE scores

Requirements

• High School Diploma; Associate's Degree preferred
• A minimum of seven (7) years of progressively responsible experience working in an office environment
• Advanced knowledge of and experience with administrative or office management functions
• Highly organized with excellent oral and written communication skills
• Ability to work in a collaborative, team environment
• Strong interpersonal skills for interaction with management personnel and course coordinators
• Customer service-oriented
• Ability to handle multiple tasks simultaneously in a busy work environment
• Proficiency in SharePoint and MS Office Suites software, with strong Excel and processing skills