Administrative specialist

Job Description

AHRC NYC is looking to hire an Administrative Specialist to work in our Organizational Learning department. This is a wonderful opportunity for a self-starter that is personable, detail oriented, and able to handle very busy mornings in our training department.

The Organizational Learning Specialist position is an administrative role with an annual salary of $45,000 and comes with a low-to-no cost, comprehensive health benefit package which is just one way that AHRC NYC supports the wellbeing of our employees and their families.

Work Schedule : Monday to Friday, 8am to 4pm each day (in-person)

Essential Duties and Responsibilities :

Provide direct administrative and course management support to the Organizational Learning function, including, but not limited to :

• Overseeing the function’s Staff Training Registration processes, including monitoring registration e-mail box; verifying eligibility of registrants;
• disseminating confirmations and reminders for training sessions; making follow-up calls to registrants who do not attend training sessions as scheduled;

and any other administrative task related to training registration as needed.

Overseeing the course management and scheduling processes, including reviewing class enrollment and determining the appropriate course of action which can include : class cancellation, creating a waitlist, adding / removing an instructor, rescheduling a class, etc.

Overseeing the instructor scheduling process, including scheduling instructors to teach, disseminating confirmations and reminders to instructors, ensuring instructor to participant ratios are met and adjusted as required.

• Overseeing all aspects of Main Office training room assignments and scheduling, including setting up routine and ad hoc training room calendars;
• communicating training room assignments on public forums and with relevant instructors and other agency staff; ensuring Outlook folders for training rooms are current and up to date;

and arranging for appropriate access to training rooms as needed.

• Conducting timely and accurate tracking of instructor payments, IAC training registrations and payments, and Incident Review training follow-up, including keeping training chart up to date;
• tracking the attendance of staff who are mandated by Incident Review Committee to attend trainings, maintaining training chart and maintaining Incident History Chart;

Oversees Training Center to ensure all training equipment is working prior to trainings and meetings, assists instructors when equipment is down, and makes changes, if needed, to accommodate any unexpected occurrences.

Provide back-up support on tasks related to training room scheduling, room set-up including training materials, as needed.

Provide back-up receptionist support, as needed.

Perform related duties as required.

Last updated : 2024-09-07

Salary : $45,000