Registrar Program Specialist I

Overview

Employment in this role is conditional upon successful execution of the contract by the client

The Work

The Registrar Program Specialist I is responsible for performing a wide variety of administrative duties including data entry in the client's official Student Training Management System (STMS) database.

This position aligns with Cayuse’s core values of Innovation, Excellence, Collaboration, Adaptability, and Integrity by fostering technical solutions that meet customer needs, promoting teamwork, and prioritizing quality in deliverables.

Responsibilities

Key Responsibilities

• Manages office procedures as established by the Registrar and client's Standard Operating Procedures (SOP).
• Manages and maintains the office filing system to include retiring course files according to the Disposition Schedule
• Monitors the  Registrar mailbox: responds or forwards to other Registrar staff.
• Works closely with the client's Registrar’s office in support of the Training Officer.
• Employs applicable client security standards and procedures.
• Coordinates administrative matters as appropriate between the Registrar’s office, other administrative sections (budget, facilities support, travel), and programs.
• Develops an in-depth knowledge of all courses as they relate to the Registrar’s office
• Drafts routine e-mails to staff and students.
• Develops thorough understanding of the client's official Student Training Management System (STMS) to include data entry and running management reports.
• Controls access to the client's building by checking identification of personnel entering through the Registrar’s office to include all visitors and direct hires without swipe access; and obtain/receive Visitor Access Requests (VARs) and/or clearance notifications if needed.
• Issues visitor badges and arranges escorts as appropriate; ensures return of all badges issued and prepare monthly inventory for the Security Officer.
• Distributes mail and handles telephone inquiries; orders office supplies as needed to include certificate paper and holders; log ins and obtains receipt signatures for all incoming express mail deliveries ; and, updates daily schedule
• Provides administrative support to the Registrar/ Training Officer to include management of student enrollments and confirmations.
• Prepares, stamps, and signs via signature wheel course certificates for all students completing  courses; coordinates with course managers any certificates needed in advance, i.e., courses given overseas or at other domestic locations.
• Accepts room reservation requests and enters into Share Point.
• Assists other Registrar Program Specialists with course filing.
• Other duties as assigned.

Qualifications

Qualifications – Here’s What You Need

The qualifications and skills listed below are intended to provide a general overview of the requirements for this position. However, due to the anticipated nature of the contract and the absence of a finalized task order from the client, this list should not be considered all-encompassing. Additional qualifications, certifications, skills, or experience specific to the client’s requirements may be identified and requested upon award of the task order. Candidates should demonstrate flexibility and a willingness to adapt to evolving responsibilities as outlined by the client.

• Must possess a high school diploma.
• Minimum of three (3) years’ experience working in an office environment.
• Basic knowledge of and experience with administrative or office management functions.
• Secret Clearnce is required.
• Due to the nature of work at the client’s site, U.S. Citizenship is required.
• Must be able to pass a background check. May require additional background checks as required by projects and/or clients at any time during employment.

Minimum Skills:

• Must be highly organized with excellent oral and written communication skills
• Must be able to work in a collaborative, team environment
• Must be customer service-oriented
• Must be able to handle multiple tasks simultaneously in a busy work environment
• Must possess proficiency in SharePoint and MS Office Suites software with strong Excel and processing skills

Our Commitment to you / overview of benefits 

• SCA Health & Welfare fringe benefits.
• Telemedicine.
• Dental & Vision.
• EAP.
• Basic Life and AD&D Insurance (Company Provided).
• Voluntary Life and AD&D options.
• 401(k) Retirement Savings Plan with matching after one year.
• Paid Time Off.

 Reports to: Program Manager

Working Conditions

• Professional office environment.
• Ability to work on-site in Blackstone, VA.
• Must be physically and mentally able to perform duties extended periods of time.
• Ability to lift 25lbs.
• Ability to use a computer and other office productivity tools with sufficient speed to meet the demands of this position.
• Must be able to establish a productive and professional workspace.
• Must be able to sit for long periods of time looking at computer screen.
• May be asked to work a flexible schedule which may include holidays.
• May be asked to travel for business or professional development purposes.
• May be asked to work hours outside of normal business hours.

Other Duties: Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities, and activities may change at any time with or without notice.

Cayuse is an Equal Opportunity Employer.  All employment decisions are based on merit, qualifications, skills, and abilities. All qualified applicants will receive consideration for employment in accordance with any applicable federal, state, or local law.

Pay Range