Training Admin

Job Description Position SummaryThe Administrative Assistant for the Training, Licensing, and Compliance Division provides critical administrative and operational support to ensure the efficient delivery of training programs, maintenance of state licensing requirements, and adherence to legal and regulatory compliance standards. This role serves as a central coordination point for student records, regulatory documentation, scheduling, and internal/external communications.Key ResponsibilitiesTraining AdministrationCoordinate and schedule training courses, instructors, and facilitiesMaintain training calendars and communicate updates to staff and studentsPrepare training materials, rosters, sign-in sheets, and course packetsTrack student attendance, course completion, and certification statusAssist instructors with administrative needs before, during, and after training sessionsMaintain digital and physical training records in accordance with retention policiesState Licensing SupportProcess company, employee, and student licensing applications in accordance with state regulatory requirementsEnsure accuracy and completeness of all licensing documentation prior to submissionTrack application statuses, renewals, expirations, and continuing education requirementsServe as liaison between the organization and state licensing agenciesMaintain organized and audit-ready licensing filesLegal & Compliance SupportAssist in maintaining compliance with applicable laws, regulations, and internal policiesOrganize and maintain compliance documentation, including audits, inspections, and reportsSupport preparation for regulatory audits and inspectionsTrack compliance deadlines and reporting requirements• Assist with updating policies, procedures, and training materials to reflect regulatory changesAdministrative & Operational SupportManage incoming calls, emails, and inquiries related to training and licensingMaintain filing systems (electronic and physical) for training and compliance recordsGenerate reports on training metrics, licensing status, and compliance trackingCoordinate meetings, take minutes, and follow up on action itemsOrder and maintain office and training suppliesSupport special projects as assigned by leadershipQualificationsRequiredHigh school diploma or equivalent (associate or bachelor's degree preferred)2+ years of administrative experience, preferably in training, compliance, or regulatedenvironmentsStrong organizational and time management skills with attention to detailProficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)Ability to manage sensitive and confidential information with discretionStrong written and verbal communication skillsPreferredExperience with state licensing or regulatory compliance processesFamiliarity with training management systems (LMS) or recordkeeping systemsExperience working in a regulated industry (e.g., security, healthcare, education, or government)Key CompetenciesAttention to detail and accuracyOrganizational and multitasking abilityRegulatory awareness and compliance mindsetCommunication and customer service skillsProblem-solving and critical thinkingAbility to work independently and as part of a teamWork EnvironmentOffice-based with occasional support in training environmentsMay require occasional extended hours to support training schedules or compliance deadlinesPhysical RequirementsProlonged periods of sitting and computer useAbility to lift and move training materials and supplies (up to 25 lbs)BenefitsWe offer competitive benefits that start 30 days after your first working day for full-time employees. We also offer a generous PTO after 90 days.Additional NotesThis position plays a vital role in ensuring that all training operations, licensing processes, and compliance requirements are executed efficiently, accurately, and in accordance with applicable laws and standards. The ideal candidate is highly organized, detail-oriented, and comfortable working in a structured, compliance-driven environment.Monday-Friday 8am-4:30pm