Registrar Program Specialist II 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: 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 DS Registrar 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
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 at FASTC. This 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
Backs ups the Registrar Specialist I with thorough knowledge of building access controls, issuing visitor badges, logging in and obtaining signatures for express mail deliveries, assisting personnel in person, on phone and online on all areas of the Registrar's office; and preparing student certificates. Also provide data entry backup for courses assigned to other Registrar staff
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 Responsibilities: None. Education and/or Experience: High School Diploma, Associate's Degree preferred
A minimum of five (5) years experience progressively responsible experience working in an office environment
Knowledge, Skills, and Abilities: Intermediate 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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