Training Operations Assistant (TOA) – HigherEdJobs

Category: Research/Project

Type: Full-Time
Contract

Salary: $20/Hr.

Dept/Proj Name: Academy for Professional Excellence

Overview

This position is open until filled with an initial application review to take place after September 14,
2023.

The salary for this position is $20.00 per hour and is non-negotiable.

Academy for Professional Excellence, a
project of San Diego State University School of Social
Work, was established in 1996 with the goal of revolutionizing the way people work to ensure the world is a healthier place.
Our services integrate culturally responsive and recovery-oriented practices into our daily work to promote healing and healthy
relationships. Providing over 70,000 learning experiences to health and human service and justice system professionals annually, the Academy
creates experiences with the mission to provide exceptional learning and development experiences for the transformation of individuals,
organizations, and communities. The Academy continues to grow with new programs and a variety of workforce development solutions in Southern
California and beyond.

A significant effort in the Academy’s commitment to incorporate culturally responsive and recovery oriented
practices is the recruitment of individuals who represent the full diversity of our community. The Academy invests in people to create an
innovative work environment that promotes well-being and a culture that builds on and fosters the strengths of its staff and their
intersectional identities. When you join the Academy team you can expect to contribute to an inclusive and innovative environment where the
sharing of ideas, perspectives, and experiences is welcomed and encouraged. In applying for a position at the Academy, we invite you to
consider our Core Values and our commitment to Diversity, Equity, and Inclusion.

Child Welfare Development Services (CWDS)
provides workforce development, organizational support, technical assistance and capacity building for the public child welfare
staff of Southern California counties. These services include coaching, simulation, classroom training, eLearning and evaluation services.
Workforce development services consist of development opportunities for new social workers, the existing workforce, supervisors, managers
and executive level leadership as well as community partners and multi-disciplinary partners working closely with child welfare
agencies.

Responsibilities:

PURPOSE OF THE POSITION

Under the general direction of the TOA Supervisor, the Training Operations Assistant (TOA) is responsible to provide
general administrative support for training operations, both in the training room and in a virtual setting. This includes supporting
trainers and trainees in training environment; tracking trainee registrations and attendance; data entry into a Learning Management System;
preparation of training materials; and various on and off-site coordination tasks. This position works primarily out of the Riverside office
location with some travel to county training sites during the work day.
SPECIFIC DUTIES

This position is based out of Riverside County. Candidate must live within a commutable distance to the Academy for
Professional Excellence Riverside office location.

This is a 40 hour a week full time position working M-F from 8:00 to 4:30
p.m. and is based on contract funding subject to annual renewal. The position is subject to intermittent overnight travel and work shifts
outside of normal business hours including weekends and evening.

Note: Some duties may include working with and/or exposure to
sensitive/traumatic topics or material dealing with child abuse, elder abuse, and/or issues and scenarios related to mental health,
substance use, or racism.

TRAINING SUPPORT (50%)

• Support training events in a virtual or in-person classroom
  environment up to 12-14 days per month or 3-4 days per week
• In the virtual classroom, run training in the zoom platform and
  manage minor technical issues.
• In the in-person classroom, assures training environment is kept in a clean and organized manner on a
  daily basis.
• Support trainer needs and send reminders to trainers and trainees of upcoming trainings one week prior to the
  training day including location of training.
• Administer evaluations, pre/post tests, and provide assistance (as needed) maintaining
  the integrity and security of evaluation and pre/post test data

• Evaluate training day on the following: trainer
  preparedness and strengths and challenges

• Sets up technology (laptops, projectors, speakers, tablets) and ensures they are
  functioning properly before and during the training.
• Purchases hosting snacks and refreshments for training on and
  off-site.
• Checks out and distributes tablets on the morning of each training, assisting trainees with issues that arise with tablets
  throughout the day. Checks in tablets at the end of each training day (including wipe down, shutdown, and securing tablets in storage
  cart).
• Moves audio/visual equipment and other training materials (weighing up to 50 pounds) for various classrooms and event
  needs.
• Administers embedded evaluations, pre/post tests, and provides assistance during satisfaction survey process (as needed)
  maintaining the integrity and security of evaluations.

• Evaluates training day using training observation form scoring
  rubric on the following: trainer preparedness, training content, transfer of learning and Evidence Based Practice, training delivery, and
  strengths and challenges.
• Coordinates the transportation of materials from Alvarado Office to Riverside Office (or vice versa)
  and/or from either office to the training site using personal vehicle (as needed).
• Stores training materials and hosts items in
  personal residence or vehicle.
• Provides short presentations to groups of 10-40 trainees on an occasional
  basis

OFFICE/CLERICAL SUPPORT (40%)

• Obtain and monitor enrollment; correspond and communicate with
  trainers, trainees, and community partners
• Prepare rosters, create zoom links for virtual training, prepare polls and breakout rooms
  per trainer instructions, distribute materials to trainees and processes technology/equipment check out requests for self and Training
  Hosts.
• Track eLearning prerequisites for in-person training

• Upload training materials and rosters to the Google
  Drive after each class

• Manage data entry to include: update trainee files; enter enrollment and attendance into the
  Learning Management System
• Email the Satisfaction Survey Aggregate Reports and Trainer Response Survey to trainers and county
  partners on a monthly basis
• Follow up with training participants after training with additional/follow up training materials (if
  applicable)
• Prepares all training materials for on/off-site trainings and maintains offsite kits.
• Processes material
  duplication requests.
• Processes check requests, prepare paperwork and maintain receipts for closing advances and reimbursements,
  submitting all receipts to Alvarado office, monitoring training site expenditures and maintaining detailed records.
• Order office
  supplies for on and off site training.

OTHER DUTIES AS ASSIGNED (10%)

• Stay up to date on all information
  regarding training team processes including policies, procedures, resources, concerns, relationships with constituents, and county
  organizational culture
• Establish and maintain a positive teamwork environment in all training and workplace
  settings
• Perform other duties as assigned which are in the best interests of the Academy for Professional Excellence.
• Travel
  to off-site locations for Academy and Program meetings (primarily in Riverside and San Diego.)

KNOWLEDGE, SKILLS,
AND ABILITIES

• Ability to interact effectively with co-workers, clients and training
  participants
• Comfortable in working in a fast-paced environment and flexible with changing direction as needed.
• Ability to
  work in a team setting and relate well to others within the Academy for Professional Excellence environment.
• Motivated with
  strong interpersonal skills
• Ability to communicate effectively, both orally and in writing
• Organized, detail-oriented and
  able to consistently meet deadlines,
• Ability to demonstrate a high level of cross-cultural sensitivity
• Ability to carry out
  assignments without detailed instructions
• Ability to apply independent judgment, discretion and initiative to address problems and
  develop solutions
• Familiarity with standard office procedures; ability to operate standard office equipment; to learn office
  technology systems; to perform basic arithmetic calculations; and typing and keyboard skills
• Understand and follow posted work rules
  and procedures
• Ability to plan and manage the virtual classroom environment and troubleshoot challenges
• Ability to organize
  and plan work including handling multiple priorities and interruptions and work within strict deadlines
• Ability to work effectively
  with minimal supervision
• Ability to manage conflict in a training/classroom setting
• Ability to perform as a mobile
  worker
• Valid Driver’s license and daily access to personal vehicle, local travel is required of the position
• Ability to
  lift up to 10 pounds frequently
• Ability to lift up to 50 pounds occasionally
• Ability to understand and follow posted work
  rules and procedures
• Fundamental written and oral communication skills, including a sound foundation in English grammar, spelling,
  and punctuation;

Qualifications:

PREFERRED
QUALIFICATIONS

• Bachelor’s degree or equivalent in relevant field
• Two years of experience supporting
  events
• Experience in a training environment

REQUIRED MINIMUM EDUCATION

• High school diploma or
  equivalent

REQUIRED MINIMUM EXPERIENCE

• Previous experience in an office or administrative
  environment

Applicants must currently be authorized to work in the United States on a full-time basis. Offers of employment are
contingent upon the presentation of documents that demonstrate a person’s identity and authorization to work in the United States, which are
consistent with the provisions of the Immigration Reform and Control Act.

ADDITIONAL APPLICANT
INFORMATION:

• A background check (including a criminal records check) must be completed satisfactorily before any
  candidate can be offered a position with SDSU Research Foundation
• San Diego State University Research Foundation is an
  EEO/AA/Disability/Vets Employer