Training & Administrative Assistant — Scheduling & Records

Administrative Services for Workforce and Career Development Advisor and Training Coordinator

Entry level full‑time administrative assistant to perform the following administrative tasks in support of OSSAM’s Workforce and Career Development Advisor and Training Coordinator house in OMS.

• Schedule trainings and provide logistical support for each OSSAM office for internal and external trainings that are conducted on‑site at CDC facilities, including reserving conference rooms, setting‑up classrooms before class starts, coordinating Audio/Video (A/V) needs, welcoming instructors and ensuring their needs for course delivery are addressed, circulating and collecting attendance rosters, distributing and collecting evaluation forms at the conclusion of each training.
• Establish course offerings in the HHS Learning Portal for internal and external classes, assist OSSAM staff with the course registration process, enter course completion information into the portal, and track/report on course registration and attendance.
• Provide the OSSAM Training Coordinator with data extracted from the HHS Learning Portal regarding the progress of employees’ completion of mandatory trainings.
• Assist OSSAM staff with resolving questions and issues regarding the HHS Learning Portal and the Vendor Supplied Training System.
• Monitor and report Individual Learning Account (ILA) balances of OSSAM staff by referencing CDC’s Individual Learning Accounts (ILA) System.
• Provide logistical support for an OSSAM specific New Employee Orientation, including reserving conference rooms, setting‑up classrooms before class starts, coordinating A/V needs, welcoming instructors, circulating and collecting attendance rosters, distributing and collecting evaluation forms at the conclusion of each training.
• Update the OSSAM SharePoint Training Calendar with applicable training information.
• During periods when training support activities are not required, provide general administrative support: maintain an inventory of office supplies in the OSSAM main office supply room, organize the storage of office supplies, notify the designated Point of Contact when supplies need to be purchased; support OSSAM’s records management activities, including scanning documents, packing records for disposition, preparing a records inventory; collect and compile responses received in response to data calls;
  
  record and track action items from meetings; conduct courtesy follow‑ups with individuals that have not responded to data calls or approaching deadlines or action items from meetings.