Program Specialist

APPOINTMENT TYPE: Full-Time Regular

LOCATION: Oak Ridge

*SALARY RANGE: $20.92 - $27.98/Hr.

PURPOSE: To provide support of the Professional Training Programs (PTP). To ensure that all functions related to training courses, the registration system, and course material preparation are performed.

Course Registration

• Create Cvent (course registration software) events, verify events are up-to-date and correct, and provide information to students once registration is complete
• Communicate with course participants by responding to the registrar's email account and main phone line to ensure that all communications from students are addressed in a timely manner
• Ensure preparation and submittal of appropriate security forms for Non-US citizens; verify completion of security briefing, maintain security plans, and compile and maintain host reports in accordance with Oak Ridge Associated Universities (ORAU) and Department of Energy (DOE) security requirements
• Prepare invoices and monitor payments

Course Preparation, Delivery, and Closeout

• Prepare course materials (notebooks, references, badges, etc.)
• Schedule and prepare course material shipments, compile and review course materials prior to shipment, and serve as the primary point of contact with both FTD-TSS as well as the off-site course individuals
• Set-up, monitor, and clean-up classroom
• Coordinate the activation of visitor badges with Safeguards and Security, maintain the visitor logs for PTP, and conduct weekly visitor badge inventory as the PTP Visitor Control Representative
• Greet and assist course participants with Lobby Guard check-in
• Address participant issues/questions while participants are on-site
• Assist with prep/field work for PTP lab courses
• Conduct course close out by compiling and archiving course critiques, preparing and coordinating student course material shipments
• Assist with data entry for online training courses in the LMS
• Assist with laboratory activities and field exercises as needed

Travel

• Submit all travel requests/expense reports for PTP staff
• Work with travel groups to provide cost estimates for potential courses

Advertising

• Coordinate advertisements in the Health Physics Society (HPS) Newsletter
• Ensure the PTP mailing list is accurate
• Coordinate the preparation of the annual PTP Course Catalog Flyer and PTP Course Mug

Inventory/Property Control

• Manage PTP property as Property Representative for the program
• Schedule equipment service, routine equipment maintenance and repair, and order supplies (toner, paper, drum, etc.)
• Submit requests to FTD for building maintenance and repair

Procurement

• Submit iProcurement requests at the direction of staff
• Maintain P-card and use it in accordance with policy
• POC for Airgas
• Track supply inventory for courses and submit purchases when necessary

High school diploma and 2-4 years of job-related experience. An equivalent combination of education and experience performing duties as described may be substituted for the minimum requirements.

• This position requires early arrival (NLT 7:15 a.m.) at the office
• Must have intermediate experience using Microsoft Office (Word, Excel, Outlook, and PowerPoint)
• Effective communication, both verbal and written, and a customer-friendly attitude are required
• Punctuality and attendance during training courses are required
• Detail-oriented desired as well as the physical organization of the office and classroom space
• Excellent customer service skills
• Business office operational experience is a plus 
• Previous registration or event planning experience is a plus
• Administrative experience with training or educational programs is a plus

*The candidate’s starting salary will be determined upon hire and ORAU will use salary survey data, internal comparators, and the candidate’s qualifications to determine salary.

TOTAL REWARDS:

ORAU has a strategic approach to providing total rewards to employees through a fair, equitable, and competitive total compensation package. The goal of our total rewards system is to integrate compensation, benefits, work-life balance, performance, recognition, development, and career opportunities to attract, engage, and retain the talent required to achieve ORAU’s business objectives. The benefit component of our total rewards program supports business goals by offering the following benefits based on employee eligibility:

• Legally required benefits
• Group Health insurance including: Medical, Prescription, Dental, and Vision
• Retirement plan contribution matching
• Disability insurance
• Group life insurance
• Travel Accident Insurance
• Section 125 reimbursement accounts
• Other voluntary employee paid benefit and insurance offerings

The ORAU total reward package also promotes work-life balance. Mindful of the need for employees to care for themselves and their families, ORAU offers the following additional work-life benefits based on employee eligibility:

• Paid Time Off (PTO)
• Paid Holidays
• Flexible work schedules or compressed work weeks
• Occupational Health and Wellness Programs
• Employee Assistance Program