AU Administrative Manager
The job description is not an exhaustive statement of all the duties, responsibilities, or qualifications of the job, nor is it intended to limit opportunities for necessary modifications.
Position summary: The AU Administrative Manager serves as the primary administrative support role at the National Training Center, ensuring smooth daily operations and compliance with licensing requirements. This position is responsible for front desk duties, shipping and receiving, scheduling and coordinating quarterly training events, and managing licensing-related tasks such as submitting applications for state CEU approvals, formatting training sign-in sheets, and distributing them to the appropriate state entities. In addition, the manager may assist with the development of training workbooks and the ordering of welcome boxes for new team member, as well as providing administrative assistance with our LMS. The Administrative Manager plays a key role in maintaining organization, communication, and compliance across multiple functions.
Essential Functions
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Front Desk Operations
- Serve as the first point of contact for visitors, trainees, and staff at the National Training Center.
- Manage incoming calls, emails, and correspondence, directing inquiries to the appropriate parties.
- Maintain a professional and welcoming environment.
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Shipping and Receiving
- Coordinate the receipt, inventory, and distribution of training and operational materials.
- Manage outgoing shipments, ensuring accuracy and timely delivery.
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Training Scheduling & Coordination
- Schedule and coordinate quarterly virtual training events.
- Maintain training calendars and provide administrative support to trainers and facilitators.
- Support the development of training workbooks and related learning materials.
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Licensing & Compliance Support
- Prepare and submit applications for state CEU approvals related to training events.
- Format training sign-in sheets and distribute completed copies to the appropriate state entities.
- Support the Licensing Department with special projects, reporting, and data entry as needed.
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New Team Member Support
- Coordinate and order welcome boxes for new team members to enhance the onboarding experience.
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LMS Administrative Support
- Assist in reporting, auditing, and general upkeep of our Learning Management System
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General Administrative Support
- Maintain accurate records, files, and databases related to training and licensing.
- Assist in developing and updating standard operating procedures for administrative processes.
- Support various administrative tasks as assigned to ensure smooth departmental operations.
Required Knowledge, Skills, and Abilities:
- Strong organizational and time-management skills with the ability to prioritize multiple tasks and deadlines.
- Excellent written and verbal communication skills for professional interaction with staff, trainees, vendors, and regulatory agencies.
- High level of attention to detail and accuracy, especially with compliance-related documentation.
- Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and ability to learn new software platforms.
- Problem-solving skills with initiative to anticipate needs and address issues proactively.
- Ability to work independently while also functioning effectively as part of a team.
- Ability to maintain professionalism and confidentiality when handling sensitive information.
- Ability to manage event logistics, from scheduling to follow-up reporting, with efficiency.
- Ability to adapt to changing priorities and remain flexible in a fast-paced environment.
- Ability to build positive working relationships with both internal team members and external state licensing agencies.
Minimum Qualifications:
- High school diploma or equivalent required;
- Two (2) or more years of administrative, office coordination, or event support experience preferred.
- Demonstrated proficiency in Microsoft Office applications (Word, Excel, Outlook, PowerPoint).
- Experience in a customer-facing or front-desk role preferred.
- Ability to occasionally lift and move boxes or training materials (up to 25 lbs).
- Ability to travel when required
- Able to work a 40 hour work week
- Drug-free
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This is a high stress and fast paced environment.
While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle, or touch objects or controls and talk or hear. The employee is frequently required to stand, walk, and reach above shoulders, kneel, stoop or crouch. Specific abilities required by this job include close vision, and sitting for extended periods of time. Employee will be expected to be able to travel to attend company meetings as necessary, continuing education opportunities or travel to conduct training meetings.
Environmental Factors:
- Work mainly occurs inside an office with controlled temperatures
ARE YOU READY TO JOIN OUR TEAM?
If you feel that you would be right for this position, please fill out our initial 3-minute, mobile-friendly application so that we can review your information. We look forward to meeting you!
We are an Equal Opportunity Employer
(The job description is not an exhaustive statement of all the duties, responsibilities, or qualifications of the job, nor is it intended to limit opportunities for necessary modifications)
