Registrar Program Specialist I with Security Clearance

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Job description

Overview: 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). Primary Responsibilities: 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 DS Registrar mailbox: responds or forwards to other Registrar staff
Works closely with the FSI Registrar's office in support of the DS Training Officer
Employs applicable DOS 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 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
Controls access to the FASTC building by checking identification of personnel entering through the Registrar's office to include all visitors and DOS 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 for all of FASTC; orders office supplies as needed to include certificate paper and holders; log ins and obtains receipt signatures for all incoming express mail deliveries to FASTC; and, updates daily schedule
Provides administrative support to the Registrar/DS Training Officer to include management of student enrollments and confirmations
Prepares, stamps, and signs via signature wheel course certificates for all students completing FASTC 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
Performs other administrative support as needed
Employee will require supervision and has limited opportunity to exercise independent judgment and initiative in the line of work
Supervisory Responsibilities: None. Education and/or Experience: High School Diploma
A minimum of three (3) years experience working in an office environment
Knowledge, Skills, and Abilities: Basic knowledge of and experience with administrative or office management functions
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
Certificates, Licenses, Registrations: None. Security Clearance: Must be a U.S. citizen
Possess or be able to obtain/maintain a SECRET security clearance.
Physical Demands: Must be able to meet physical requirements (lifting medium weight objects). Travel: None. Work Environment: Office environment.

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