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Registrar Program Specialist

General Description:

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.

Major Duties:

  • 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;
  • 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.

Professional Skills/Qualifications:

  • High School Diploma and 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 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;
  • Must be able to meet physical requirements (lifting medium weight objects).

Security Clearance:

Must be a U.S. citizen and possess or be able to obtain/maintain a SECRET security clearance.
The ALL NATIVE GROUP companies offer a rewarding career experience. In addition to dynamic career opportunities, we provide competitive salaries, excellent benefits, retirement funding, as well as ongoing training and professional development.
 
We are committed to providing the best possible climate for maximum development and goal achievement for all our employees. As subsidiaries of a Native owned corporation with offices around the world, ALL NATIVE GROUP companies are proud to promote an inclusive and diverse workplace and respect the cultural traditions in the communities where we operate.
 
The ALL NATIVE GROUP companies are an equal opportunity employer All applicants are considered without regard to age, sex, race, national origin, religion, marital status or physical disability. However, preference may be extended to persons of Indian descent in accordance with applicable laws.
 
EOE/M/F/Vet/Disabled/Sexual Orientation/Gender Identity/Drug Free Employer
SBA 8(a), SDB Certified, HubZone, Buy Indian Certified Native American Tribally owned company.