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Training Coordinator Registrar

Reports To:  Professional Development and Standards Program Manager
FLSA Status:  Exempt
Location:  MCEC Headquarters, Harker Heights, Texas

I. Position Overview

Plans, develops, and establishes objectives, and guidelines for the assigned projects and job roles. Provides leadership ensuring quality of programs and projects within the scope of the position.

II. Essential Duties and Responsibilities

  • In all interactions maintains and safeguards the standards of the organization, the mission, vision, goals, strategic plan, and annual performance targets of the Military Child Education Coalition.
  • Completes required reports in a timely and accurate manner.
  • Establishes a receptive environment and positive, professional relationship with those with whom they make contact.
  • Attends staff meetings, workshops, and institutes in accordance with the organization’s expectations.
  • Interprets organization policies, procedures, and guidelines, and utilizes them when working with others.

Budget and Compliance:

  • Monitors project budget for each project assigned and ensures that expenditures remain within budget.
  • Follows the structures and the processes for internal budget management and reports in a timely manner to the Comptroller.
  • Assists in the preparation of the Military Child Education Coalition’s performance reports.
  • Alerts and reports immediately any concerns or irregularities to the Professional Development Program Manager.
  • Maintains appropriate records and documentation for any internal or external audits related to contracts or grants.

Project and Program Coordination:

  • Oversees master schedule of all Professional Development institutes, trainings, and other events and activities, maintaining an internal calendar in coordination with other events of the organization.
  • Sets up the logistics for institutes, trainings, and other events, including but not limited to facility usage, institute planning, housing, and travel arrangements.
  • Processes attendance and updates learner records in database. Provides rosters to Data Clerk for evaluation submission.
  • Upon supervisor direction, attends institutes, the National Training Seminar and other events that are within the scope of the job, including travel.
  • Communicates with constituents, programs in the field, contract staff, and others touched by the program(s) assigned with a professional demeanor, using appropriate grammar and professionalism.
  • Coordinates and collaborates with the shipping department for procurement and shipping of all resources and materials needed for the programs and events.

Customer Relation Management (CRM) & Registrar:

  • Understands the interrelationships between functional areas in the CRM software system.
  • Designs and builds custom reports in the CRM software system.
  • Guides and controls the conference registration process through the CRM software system.
  • Verifies and processes continuing education unit requests.
  • Serves as National Training Seminar Registration Coordinator.

Knowledge and Opportunities:

  • Maintains current professional and personal knowledge related to the assigned programs and projects as well as the Military Child Education Coalition.
  • With the input of the Professional Development Program Manager, provides the coordination and administrative support for volunteer, contract personnel and staff training.
  • From the perspective of the assigned area of expertise, analyzes the MCEC’s™ activities, investigates, discerns and makes to recommendations to the Professional Development Program Manager on the adaptability of programs, innovations, or resources.
  • Performs other duties as assigned.

III. Reporting and Supervisory Responsibilities
This position reports to Professional Development Program Manager who will provide work guidance and assignments, set performance standards and goals, and review/approve work.

IV. Position Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. There may be alternatives to the below qualifications as the Senior Management may find appropriate and acceptable. Reasonable accommodations made to enable individuals with disabilities to perform the essential functions.

A minimum of:

  • Bachelors’ Degree from an accredited College or University
  • Education background highly preferred
  • Military spouse/military parent or have military experience preferred, service branch immaterial
  • Three years’ experience in office, education, and/or other service-related position
  • Experience may be substituted for education

Desired experience/training/knowledge/skills/abilities:

  • Excellent communication (oral and written) skills.
  • Self-motivated to complete projects in a timely manner.
  • Ability to utilize technology in developing presentations, analyzing information, and communicating.
  • Must be comfortable with public speaking and large and small group facilitation in collaborative, interactive institutes.
  • Proficient command of the English language.
  • Proficient in Microsoft Office Suite (PowerPoint, Word, Excel).

V. Selection Process
Selection process conducted in phases.

Phase One: In addition to the cover letter and resume, applicants will submit a two-page response to the questions below:

      1. Detail briefly why your experiences make you a highly qualified candidate for this position.
      2. Describe an instance when you had to support multiple trainings or events and resulting outcome. 
      3. Give an example of how you have worked collaboratively to help military children and families.

Phase Two: Qualified candidates will submit further documentation prior to the telephone interview process. These individuals will submit the names, addresses, phone numbers, and email addresses for three professional references.

Phase Three: Based on the telephonic interview results, a select number of candidates will interview face-to-face with the MCEC selection team.

In addition to providing resumes, references and proof of academic credentials, applicants must also submit to extensive background checks, possible fingerprinting, and must be an acceptable candidate based on the criteria of the local school system in which they will serve.

VI. Selection timeline 
Applications accepted until position filled.
The desired start date is immediate.

VII. Contact information
Letters of interest, applications, resumes, and questionnaire answers held in the strictest confidence.
Please email your application packet to Director-Human Resources at Shellie.Campos@MilitaryChild.org or via fax at 254-953-1925.