Registrar Program Specialist Security Clearance

Position: Registrar Program Specialist with Security Clearance
Location: Blackstone

Summary Summary Ho-Chunk Inc. Management Services (HCIMS) is seeking a full-time Registrar Program Specialist. 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 at the U.S. Department of State, Foreign Affairs Security Training Center (FASTC).

Essential Functions
* 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;
* Responsible for Tier 1 Help Desk Support for the Training Management System (TMS) and OKTA to include: rectifying account lockouts, registering students into OKTA Single Sign Authentication, auditing account activity for student lockouts to determine steps remaining for access, managing all account profile changes to include emails, name changes, and other student information. Manages all the active student profile data to include archiving students, reactivating accounts, and changing profile roles.

Administers all student-submitted online access requests via TMS webforms.
* 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 s 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. Supervisory Responsibility None required for this position Work Environment This job operates in a professional office environment. This role routinely uses standard office equipment such as…