Learning Specialist

Description

The Learning Specialist plays a key role in supporting the operations of the Learning and Development department, with a strong focus on event coordination, onboarding support, and administrative tasks. This position requires strong organizational skills, attention to detail, and the ability to create a positive and welcoming experience for all employees. The Learning Specialist works collaboratively across departments and vendors to ensure the smooth planning and delivery of training events and onboarding programs.

• EDUCATION AND EXPERIENCE:
• High school diploma or equivalent required.

• Experience in onboarding, event coordination, office administration, or a Learning and Development environment preferred.
  
  KNOWLEDGE AND
  
  SKILLS:
  
  Technical Skills
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Comfortable using scheduling tools, shared calendars, databases, and tracking systems.
  • Familiarity with virtual meeting platforms (e.g., Zoom, Microsoft Teams) and internal communication tools.
  Organizational & Communication Skills
  • Strong attention to detail and time management skills.
  • Ability to manage multiple priorities in a fast-paced, deadline-driven environment.
  • Excellent written and verbal communication with a customer service orientation.
  • Resourceful, proactive, and capable of working both independently and collaboratively.
  Interpersonal & Professional Skills
  • Friendly and approachable with a strong focus on creating positive experiences.
  • Professional demeanor and discretion when handling confidential information.
  • Proven ability to build positive relationships and collaborate across diverse teams.
  • Self-motivated, adaptable, and committed to team success.

JOB DUTIES AND RESPONSIBILITIES:

Responsibilities include, but are not limited to:

Key Responsibilities

Onboarding & New Hire Support

• Troubleshoot and assist new hires throughout the onboarding process.

• Foster a positive and welcoming environment during New Hire Orientation (NHO) and related activities.

• Coordinate NHO logistics: room reservations, setup, materials preparation, track separation, and document management.

• Communicate onboarding-related information (e.g., learning coach assignments, training invitations, completion confirmations).

• Assemble and distribute new hire swag boxes; create agency badges.

• Process mileage reimbursements for new employees.

• Facilitate effective communication between new hires, hiring teams, and internal departments.

Event Planning & Coordination

• Plan, coordinate, and execute internal and external training and professional development events.

• Manage event logistics: scheduling, room/venue bookings, catering, supplies, and setup.

• Handle pre- and post-event communications, including invitations, reminders, thank-you emails, and feedback surveys.

• Track and manage event-related expenses; maintain accurate records.

• Order supplies and manage resource needs for department events and day-to-day operations.

• Maintain enrollment databases: track attendance, completion, and reporting metrics.

• Set up and tear down event spaces, including moving tables/chairs and arranging décor.

• Set up food and beverage service (e.g., water, coffee, catering setup).

Administrative & Department Support

• Provide support to all layers of the Learning and Development team on ongoing projects and initiatives.

• Creating and maintaining all training courses in departmental database (RELIAS)

• Organization of shared folders and the teams outlook calendars

• Assist with internal helpdesk tickets and respond to employee inquiries.

• Take and distribute meeting minutes as needed.

• Offer front desk clerical support on first and second floor as needed: greet visitors, answer phones, and direct inquiries professionally.

• Serve as liaison to the building engineer; coordinate facility-related tasks and issues.

• Maintain organization, cleanliness, and functionality of all learning and meeting areas.

Work Environment &

Physical Requirements

• This is a fully in-person, office-based position located in Tulsa.

• Occasional travel to other counties may be required for events or trainings.

• Role involves a fast paced environment and light physical tasks such as lifting boxes, moving furniture, and setting up event spaces.

• May require flexible scheduling to support early morning or after-hours events.

Must perform the specific job duties as listed above to meet position expectations.

In addition, must possess skill in working cooperatively and effectively with clients, staff, management, and other professional groups; in exercising mature judgement in dealing with people; in presenting ideas clearly and accurately; in reading and comprehending the English language; and in communicating effectively; both orally and in writing.

Requirements