Registrar Program Specialist III

Olgoonik is an Equal Opportunity Employer - EEO, including disability/vets

Olgoonik is a strong family of professional contracting companies established to create benefits for our Alaska Native shareholders and fueled by the belief that to do so our operations must remain of the highest quality, our employees qualified and principled, and our commitment to safety and every clients mission unconditional.

From our roots in Alaskas Arctic to our operations in South America, Europe, Asia, Africa and the Middle East, our experienced and dependable workforce consistently delivers results through a sharp combination of innovation and practicality.

Registrar Program Specialist III

Overview:

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).

Primary Responsibilities:

• 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 DS Registrar 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 Registrars office, other administrative sections (budget, facilities support, travel), and programs
• Develops an in-depth knowledge of all FASTC courses as they relate to the Registrars office
• Drafts routine e-mails to staff and students
• Develops thorough understanding of the DOSs official Student Training Management System (STMS) to include data entry and running management reports
• 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 FASTCs 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
• Backs up the Registrar Specialist I with thorough knowledge of building access controls, issuing visitor badges, logging in and obtaining signatures for express mail deliveries, assisting personnel in person, on phone and online on all areas of the Registrars office; preparing student certificates. Also provides data entry backup for courses assigned to other Registrar staff
• Responds to student inquiries regarding information on Employee Profiles
• Instructs newly-hired course coordinators on STMS Online application
• Serves as a primary point of contact for enrollment in FASTCs High Threat Tactical (HTT) course. Manages a waitlist of agents for each of the yearly HTT course offerings and regularly respond to student and supervisor queries regarding waitlist status, projected enrollment dates, availability of alternate training dates, etc. Coordinates closely with contacts in DS/HR/CDA and DS/SLTD/DTB to ensure sufficient space for priority enrollment personnel
• Oversees enrollments of overseas and domestic personnel in all Information Assurance (IA) courses, to include the Information Security Line of Business (ISSLOB) courses . Works closely with IA course coordinators to ensure that classes are filled, yet do not exceed budget limits set by management. Serves as primary POC with the IA Branch Chief regarding coordination of ISSLOB courses; consults with the Registrar as necessary
• Acts as backup for data entry of DS agent weapons qualifications and FAMFIRE scores in the official DS Qualifications database. Runs reports for management as required
• Employee requires infrequent supervision and is expected to work independently according to established policies and accepted practice with minimal guidance from Program Office staff

Supervisory Responsibilities:

None.

Education and/or Experience:

• High School Diploma, Associates Degree preferred
• A minimum of seven (7) years experience progressively responsible experience working in an office environment

Knowledge, Skills, and Abilities:

• Advanced 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 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 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

Certificates, Licenses, Registrations:

None.

Security Clearance:

• Must be a U.S. citizen
• Possess or be able to obtain/maintain a SECRET security clearance

Physical Demands:

Must be able to meet physical requirements (lifting medium weight objects).

Travel:

None.

Work Environment:

Office environment.

Additional Details:

• Subsidiary:Olgoonik Innovations, LLC
• FLSA:Exempt
• Requisition Nbr:2014295

Olgoonik is an Equal Opportunity Employer - EEO, including disability/vets

All qualified applicants will receive consideration for employment without regardto race, color, religion, sex, gender identity, sexual orientation, national origin, disability, or status as a protected veteran. As an Alaska Native Corporation, Olgoonik provides hiring preference to Olgoonik shareholders, descendants, and their spouses to the extent allowed by law.