Registrar Program Specialist at All Native Group in Blackstone, VA

Summary

Summary

Ho-Chunk Inc. Management Services (HCIMS) is seeking a full-time Registrar Program Specialist. The Registrar Program Specialist is responsible for performing a wide variety of administrative duties including data entry in the Department of State (DOS) official Student Training Management System (STMS) database under the guidance of the Registrar for the Foreign Affairs Security Training Center (FASTC). The position is based in Blackstone, VA at the U.S. Department of State, Foreign Affairs Security Training Center (FASTC).

Essential Functions

• Establishes and 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 DSRegistrar mailbox: 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 as appropriate between 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;
• Responsible for Tier 1 Help Desk Support for the Training Management System (TMS) and OKTA to include: rectifying account lockouts, registering students into OKTA Single Sign Authentication, auditing account activity for student lockouts to determine steps remaining for access, managing all account profile changes to include emails, name changes, and other student information. Manages all the active student profile data to include archiving students, reactivating accounts, and changing profile roles. Administers all student-submitted online access requests via TMS webforms.
• Based on a thorough familiarity with the objectives of the Training Center and the Bureau works with the Registrar in coordinating student registrations for specific courses offered at FASTC;
• Acts independently to anticipate scheduling problems, develop solutions and apply solutions successfully without frequent reference to the Registrar. Uses mature judgment and common sense in the negotiation of scheduling conflicts, resolutions and other disputes related to FASTC training enrollments;
• Builds courses in STMS from scratch to include entering the course in Catalog, Course Reference, and Section. This includes the yearly update of all course descriptions and data entry of new fiscal year course dates;
• Responsible for the daily registration of students in FASTC courses and maintenance of appropriate records on student enrollment and certification of courses completed. Registration is done using an online registration program or paper enrollment forms;
• Responsible for explaining requirements and scheduling of courses through correspondence to DOS and other government agency training officers and personnel from overseas posts to include processing tuition payments through FASTC’s budget office. Ensures that third party contractors have their appropriate Contracting Officer approval before enrollment;
• Assists with reports concerning statistical information. Reports include but are not limited to number of students trained, variety of students trained, how many courses, etc. Continually updates the student database and is relied upon to consolidate a variety of information within database limitations. Prepares recurring reports and as requested;
• Meets with students if the need arises to rectify and solve enrollment issues when the student arrives at FASTC. This includes, but is not limited to, obtaining information from the student, identifying the overt and underlying problem, providing training information and/or directing the student to the appropriate resource if necessary;
• Ensures that course rosters are returned, students ‘completed’ in the database and certificates issued to course managers in a timely manner;
• Inputs FASTC courses and student data into the Training Management System;
• Responds to student inquiries regarding information on Employee Profiles;
• Instructs newly-hired course coordinators on STMS Online application;
• Acts independently to schedule all FASTC courses into the FASTC Room Reservation Schedule at the beginning of each fiscal year. Continues to work with course managers and coordinators throughout the year as room requirements change;
• Employee will require some supervision and has a growing opportunity to exercise independent judgment and initiative in the line of work.

Supervisory Responsibility

None required for this position 

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Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Ability to work outdoors where conditions may be unpleasant or uncomfortable, irregular and unscheduled hours and with exposure to personal risks  

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Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. 

• Ability to complete work requiring regular and recurring physical and mental exertion, long periods of standing, and irregular hours.
• Ability to work in unpleasant or adverse environmental conditions, such as extreme hot and cold.
• Ability to lift and carry equipment and materials.
• Ability to work effectively in an environment that consists of numerous personnel and use of pyrotechnics.
• Expresses or exchanges ideas by means of the spoken word.  Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly or quickly.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. 

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Position Type/Expected Hours of Work

This is a full-time position. Typical days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m.  Evening and weekend hours required, as required by business need. 

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Travel

Travels as necessary to other U.S. and foreign training sites, though it is not expected such travel will exceed 25% of total work time.

Experience

• Three (3) or more years of experience in an office environment.

Education

• Must possess a high school diploma.

Additional Eligibility Qualifications

• Must be highly organized with excellent oral and written communication skills;
• Must be able to work in a collaborative, team environment;
• Must possess interpersonal skills as applied to the interaction with management personnel, course managers and coordinators, other administrative personnel to assist, identify and resolve issues;
• 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;

Security Clearance

Must be a US citizen and possess or be able to obtain/maintain a SECRET clearance.

Drug Free Workplace

All Native Group is a Drug Free Workplace. It is our policy that all new hires must successfully complete a pre-employment drug screen as a condition of employment. In addition, all employees are subject to random drug screens throughout the term of their employment with All Native Group.

About Ho-Chunk, Inc. & All Native Group

Ho-Chunk, Inc. is an award-winning economic development corporation of the Winnebago Tribe of Nebraska. Our mission is to provide long-term economic development for the Winnebago Tribe and job opportunities for Tribal members.

HCIMS is a company within All Native Group, a network of small businesses that support the critical missions of various U.S. Government customers. Our capabilities include telecommunications, health, logistics, specialized training, professional services, and IT solutions. Since earning our first federal contract in 2004, we have continued to grow and diversify our services while maintaining a strong commitment to excellence. As a tribally owned organization, All Native Group operates multiple subsidiary businesses, providing clients with the advantages of working with a small business while leveraging the resources and expertise of a larger, established company.

Our work is guided by our core NATIVE values:

• Native American Owned & Proud – Serving the Winnebago Tribe of Nebraska.
• Accountable – To always do what’s right.
• Team-Focused – For inclusive progress.
• Innovative – In creating solutions.
• Visionary – In our purpose and direction.
• Excellence – Through learning and performance.

AAP/EEO Statement

All Native Group is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. However, preference may be extended to persons of Indian descent in accordance with applicable laws.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Compensation and Benefits

The expected compensation range for this position is $82,000.00 to $85,000.00 per year negotiable depending upon education and experience. We offer comprehensive benefits that allow you to balance work and life. A benefits summary is available from this link: https://jobs.allnativegroup.com/categories/1/benefits/1/employee-benefits.

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