Summary of Work Activities and Responsibilities:
The Training Operations and Records Assistant IV provides operational support throughout the training cycle to facilitate seamless program delivery. The position also maintains the participant records and databases, ensuring accuracy, accessibility, and compliance with data privacy policies.
Main Duties and Responsibilities
I. Training Operations Support
• Assists Training Assistants and Training Officers in carrying out pre,during, and post training cycle activities
• Coordinates canvas account creation, deletion and updating of user access rights with the Digital Information and Technology Services Cluster
• Collates necessary data to assist in the preparation of evaluation summaries of Training Programs for submission to the Training Services Head and as reference for Resource Persons and the Management Committee
• Coordinates with Training Assistants and Training Officers in the completion of the department’s monitoring sheet and on the submission of post course requirements (e.g., training actual expense report and evaluation summaries)
• Serves as training equipment custodian
II. Records and Documentation Operations (RDO) Support
• Assists in recording, maintaining, and updating all participants’ records/profiles in student databases and stockrooms
• Processes requests for records and other information-related inquiries from participants according to CCE procedures, standards, and deadlines
• Assists in coordinating the schedule of document release with internal and external stakeholders (e.g., Sales Executives, Training Officers, participants and client HR coordinators)
III. Administrative Support
• Attends to participants' inquiries and directs them to the person/department concerned (via email and phone calls)
• Serves as supplies and inventory custodian
• Maintains orderliness and cleanliness of the department and the department’s stockroom
• Receives and releases inter-department documents and files following office guidelines and protocol
• Attends process improvement discussions related to records and department operations
IV. Performs other work-related tasks as may be required by the immediate supervisor and authorized representative.
Knowledge, Skills, and Abilities:
• Coordination Skills: Ability to proactively coordinate, mediate, and manage actions in relation to others
• Records Management: Ability to apply and adapt records management standards and best practice effectively in the organization’s context; keen attention to details; Knowledge of data privacy laws
• Equipment and Supplies Management: Ability to apply equipment and supplies inventory standards and best practices to ensure their availability and optimal condition at all times
• Communication and Interpersonal Skills: Ability to express thoughts clearly, accurately and succinctly in verbal and in writing to different audiences; Ability to relate well with others and to maintain relations with cordiality and diplomacy
• Organization and Prioritization of Work: Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency
• Customer and Service Oriented: Actively looks for ways to help and relate well with clients and partners; pleasing, warm, patient and respectful in dealing with people
• Technological Savvy: Ability to utilize information technology and computer and internet systems to accomplish tasks; comfortable with exploring new technologies
• Attention to Detail: Ability to ensure accuracy and completeness in records management, document processing, and reporting.
• Compliance and Confidentiality: Understanding of data privacy laws and institutional policies to ensure proper handling of sensitive participant information.
• Time Management: Ability to prioritize multiple tasks and meet deadlines, especially in handling document requests and training logistics.
Education and Experience Requirements:
• Bachelor’s Degree
• At least 2 years relevant work experience
Stakeholder Relationship:
Internal Stakeholders
• Training participants: engages in the processing of requests for records,
documents, certifications and other information-related inquiries
• Training Officers and Training Assistants: coordinates for training cycle activities, document processing, and document requirements
• Central Facilities Management Office (CFMO): coordinates for office cleanliness, maintenance, and repairs
• Digital Information and Technology Services Cluster: coordinates account creations, deletions and updating of user access rights
• Other Departments of the Center
External Stakeholders
• Vendors and service providers: coordinates on logistical preparation for training activities