Program Assistant

Description

About our organization 

Since 1981, Options for Learning has been at the forefront of helping families break the cycle of poverty and improve their lives by providing tools to create a positive foundation for school, social, and life success. Our dedicated and passionate employees have helped our organization become one of Southern California's most innovative and progressive child development organizations, serving nearly 9,000 children throughout the San Gabriel Valley. 

About this position 

This position supports the coordination and scheduling of the Training and Professional Development Department’s training projects and programs. The program assistant will coordinate online courses and various in-person classes with the use of a learning management system and other tools (HRIS Paylocity, HUBBE database, CA ECE Registry, Microsoft 365, etc.).  

The successful candidate must be able to communicate effectively, work both independently and collaboratively within a small, close-knit team, and thrive in a fast-paced environment. We are looking for someone with an upbeat, positive attitude who is eager to support the organization’s mission and achieve its strategic goals. 

What you’ll be doing 

• Supporting, coordinating, and scheduling training assignments for in-person classes and online courses; 
• Planning and managing logistical resources efficiently (training rooms, virtual classrooms, supplies, catering, etc.); 
• Maintaining a master training calendar for the department; 
• Assisting with creating and sending learning surveys, reporting, and analytics; 
• Gathering and analyzing various data elements to produce professional reports, summarizing potentially complex data necessary to ensure compliance of employees with federal and/or state requirements; 
• Participating in surveys that require information on education compliance; 
• Serving as triage and troubleshooting online course issues before escalating to technical resources; 
• Collaborating with vendor and internal teams to resolve learning management system or other training-related technical issues; 
• Serving as a subject matter expert for training coordination and LMS management; 
• Participating as an active member of the team in the assessment, planning, and implementation of the organization’s training and professional growth programs; 
• Functioning as an administrator for the California Workforce ECE Registry and learning management system; 
• Ensuring class attendance is entered into the ECE Registry for each employee; 
• Assisting in the maintenance and updating of department policies and procedures; 
• Coordinating and monitoring all team expenditures; 
• Coordinating departmental purchasing; 
• Ensuring compliance for all training courses, including running reports and following up on employees with delinquent status; 
• Assisting with the new hire orientation; 
• Managing a variety of multiple projects and/or programs with high levels of complexity; 
• Assisting the training and development manager as needed;
• Accurately completing all assigned paperwork and documentation on a timely basis, according to organization policies and procedures; 
• Actively participating in the annual in-service training; 
• Abiding by all of Options for Learning’s policies and procedures; 
• Performing other related duties. 

What you bring to the table 

• High school diploma or equivalent; 
• Bachelor’s degree in a related field of study that has prepared candidate for the duties and responsibilities of this position (preferred); 
• Well-organized with special attention to detail;  
• Excellent computer skills, with experience in Microsoft 365;  
• Strong customer service and interpersonal skills;  
• One year of administrative support experience (preferred); 
• A California driver's license, daily use of an automobile, and automobile liability insurance. 

What we can offer you 

• Medical/dental/vision for part- and full-time employees (organization pays up to 90% of employee's premiums; prorated for part-time); 
• Organization-paid and matching retirement plan; 
• Professional growth opportunities, including free child development courses and college reimbursement; 
• Generous and flexible PTO; 
• Dedicated, mission-driven colleagues, and much more! 

Job specifications 

• Reports to the training and development manager; 
• Non-exempt, full-time, year-round role; 
• Eight-hour workday, four-day work week;
• Hybrid work schedule with approval from management;