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The core duties and responsibilities of The Training Administrative Assistant revolve around supporting the Training team. Their job tasks or duties can vary widely, not just from job to job, but from day to day at the same job. On any given day, they may perform a variety of tasks, such as:
- Coordinate and track all activities for New Hire Orientation (NHO) and Promotion Training. Including but not limited to:
- Coordinate list of initial and or career development training participants with Work Force Management (WFM)
- Coordinate NHO and Interpreter School projections with Training Manager & other teams
- Address trainer availability challenges with Training Manager and Lead Trainers
- Send training invitations, and support material links to training participants
- Keep detailed records of all invitations, enrollments and communication
- Create and post attendance lists in S
- Track web and instructor-led session completion progress, particularly start, first-day attendance, and completion
- Report interpreters who do not start promotion training per schedule to Training Manager and Work Force Management
- Report training hours in Salesforce and/or Late payments, as needed
- Assign, communicate and verify GoToMeeting Links for Instructor-led Sessions (ILS)
- Invite new hires who complete Web NHO to attend NHO ILS
- Create attendance lists for NHO ILS participants
- Create new records and update NHO official lists for web support team and Training Manager.
- Verify and track any rescheduled participants
- Submit NHO completion hours to Payroll
- Enter promotion training completion records for Payroll in Salesforce
- Report promotion training completion to HR partners and Testing as needed
- Update Monthly Training Activity Reports for Training Manager and Training Director
- Update and distribute Training Support Materials to workforce as needed
- Support LLS’ Quality Management System (QMS) to continually improve the Division’s processes, procedures and services; and thereby increase efficiency, productivity, effectiveness and customer satisfaction
- Other Duties
- Assist Training Manager in answering questions from trainers and training participants related to NHO and promotion training sessions.
- Track and create productivity reports.
- Assist Training Manager in tracking and updating trainers’ days off requests; maintaining active trainers’ skills, Vacation accruals and requests on the vacation spreadsheet.
- Various typing, filing, copying, and other duties to assist the Training Manager and the Training Director for project completion
- Send communication to interpreter workforce regarding Collaborative Learning Sessions
- Manage schedules of ad hoc trainers (from vendors and or OSL) in Impact 360
- Attend Department meetings as needed
- Other tasks assigned by the Training Manager
Administrative Assistant skills and qualifications
In order to perform their various duties, an Administrative Assistant must exhibit many varied skills and qualifications. At the core, the Administrative Assistant is a support position, meaning that communications and decision-making are paramount. A few of the specific skills that all administrative assistants should possess include:
Decision-making: Administrative Assistants have to make independent decisions on a daily basis, addressing the best way to handle specific tasks, while keeping the Training Manager informed of decision that may impact the team or that involve changes to this assignment.
Communications and collaboration: An Administrative Assistant must collaborate with other administrators and support personnel, management and clients on a regular basis. Also address participant’s concerns or answer questions they may have about their sessions.
Organizational skills: Organization and prioritization are the core elements of the Administrative Assistant's responsibilities. You must know how to keep yourself and others organized and how to determine which tasks are the most important in a given list of priorities.
Writing: Spelling, punctuation, sentence structure and writing are essential to an Administrative Assistant, who must be proficient in a variety of styles, from creative to professional to technical to education and more.
Administrative Assistant education and training requirements
The minimum level of education for an Administrative Assistant is minimum a high school diploma, AA or higher preferably. Courses in MSFT Office, with ample knowledge of Excel, SmartSheet, Outlook, MSFT Teams, etc., and other administrative applications are a plus. A well-rounded education that includes high level writing is also preferred.
Administrative Assistant experience requirements
Prior experience as an Administrative Assistant is preferred. On-the-job training, and a strong history of long-term work is also preferred. This position requires the candidate to be sitting in front of a computer for most of their shift.
If you are an individual with a disability and require reasonable accommodation to complete any part of the application process, or are limited in the ability or unable to access or use this online application process and need an alternative method for applying, you may contact the Corporate Recruiting Team at CorporateRecruiting@languageline.com.
COVID-19 Vaccination for United States Candidates Only:
LanguageLine Solutions is a federal contractor. Federal law requires that we ensure that all of our US based employees and contractors are fully vaccinated against COVID-19, unless a reasonable medical or religious accommodation is requested, certified, and approved by LanguageLine Solutions.
Equal Opportunity Employer. All qualified applicants will receive consideration for employment and will not be discriminated against based on race. color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, age, pregnancy, genetic information or any other consideration prohibited by law or contract.
VEVRAA Federal Contractor requesting appropriate employment service delivery systems, such as state workforce agencies and local employment delivery systems, to provide priority referrals of protected veterans.
PAY TRANSPARENCY NONDISCRIMINATION PROVISION
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-I.35(c)
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