Training and Development Learning Management Administrative Assistant

JOB CLASS; PAY GRADE:Assistant; Pay Grade 9

WAGE: $22 per hour

FTE; FT/PT; STATUS: .50 FTE; Part Time with Benefits; Regular

FLSA; EEO; WC: Non-exempt; Administrative Support Workers; 8864

DEPT: Human Resources

SCHEDULE: Monday – Friday, Flexible

OPENING DATE: March 5, 2024

CLOSING DATE: Open until filled.

REQUIREMENTS: English Required - Bilingual Preferred

GENERAL POSITION SUMMARY:

This position provides administrative support for the launching and maintenance of IRCO’s Learning Management system (LMS). Work entails a great degree of detail–oriented assistance for managing courses in the LMS, auto and manual- assignments, developing filters and managing reports. Other components of the position involve responding to issues related to the LMS and providing tech support for staff throughout the agency. Must be very tech savvy!

ESSENTIAL FUNCTIONS:

These essential functions are fundamental to the performance of the job. Individuals are qualified to perform the job only if they can fulfill all the essential functions of the job with or without reasonable accommodation. These essential job functions include many, but not all the necessary tasks the employee may be asked to perform:

• Provide administrative support to the Training and Development Manager for creating, launching, and maintaining a new LMS.
• Learn all the administrative functions of the LMS.
• Assist in the organization of the courses in the LMS.
• Transfer courses from previous LMS to the new one.
• Support training on new LMS for staff.
• Set up auto – assignments for new hires, matching previous auto-assignments.
• Set up auto – assignments for other staff.
• Upload and launch new courses as they are built or presented, including virtual courses.
• Set up reminder notifications for key courses.
• Regularly monitor results for mandatory Training and send reminders.
• Provide technical assistance to users.
• Provide reports as needed to various constituents.
• Provide general administrative support to the Training and Development Manager, as needed.
• Maintain training calendar.
• Conduct research on training topics used to develop orientation, training, or professional development activities.
• Manage training logistics for in-person and hybrid events.

Secondary Functions:

• Attend mandatory and other training that are relevant to the position and working within IRCO’s diverse workplace.

JOB SPECIFIC QUALIFICATIONS:

Any combination of education and experience that demonstrates the ability to perform the position's duties is qualifying. This would typically include the minimum Education/Teaching & Professional Experience and other qualities as listed below:

• Associate degree or equivalent and/or professional training in office administration, accounting, and/or Human resources.
• Minimum two (2) years clerical/administrative experience.
• Must be highly proficient in verbal and written English.
• Strong skills in intercultural, interpersonal, and organizational communication.
• Ability to meet multiple, sometimes conflicting deadlines.
• Strong analytical, problem-solving, and decision-making abilities.
• Ability to maintain a high level of confidentiality.
• Ability to work independently with efficiency but also maintain meaningful collaborations with a range of colleagues in a multi-cultural/lingual environment.
• Ability to deal with distressed and/or demanding staff in an effective manner.
• Ability to work in a fast-paced environment.
• Ability to learn and apply new technology.

KNOWLEDGE:

Education: Associate degree (3)

Experience: 1-2 years of experience is required (3)

Additional Language Required: English Required - Bilingual Preferred

Computers: This position requires a high proficiency level with technology in general and specifically with Microsoft products such as Word, PowerPoint, Outlook, and Teams. Ability to learn how to run audio-visual equipment is important. In addition, this position specifically requires:

SKILLS:

Communication:

Some interaction with those inside the organization to exchange factual information (2)

Creativity:

Minimal need for the redesign of single focus process or procedure is needed (2)

EFFORT:

Mental:

There is regular variation in tasks and the job holder must decide which tasks to complete as well as the order in which tasks are completed (3)

Physical:

Positions at this level require minimal physical effort such as light lifting, carrying or movement, etc. Physical capability involves use of office or equipment where some agility and hand eye coordination is needed (2)

RESPONSIBILITY:

Impact and Influence:

Minimal need or ability to analyze problem or concepts or make decisions on the information. Dollar amounts influenced would be considered small. Responsibility for the prudent use of assets does not extend beyond own work responsibilities. (2)

Work Independence:

Encouraged to suggest ways for handling these but are not granted the latitude to take final action. (2)

Planning:

Positions at this level have little to no planning responsibility beyond the need to schedule own work and determine impediments to own work schedule. (1)

Supervision:

Positions at this level are not responsible for any supervisory functions or responsibilities but may occasionally be asked to orient and/or train new employees or volunteers. (1)

WORKING CONDITIONS:

Environment:

There is a moderately low level of personal risk encountered. Job conditions are occasionally uncomfortable relative to noise, temperature, inside/outside work, dirty conditions, or interactions with angry or hostile people (3)

Schedule:

The work schedule is stable and does not fluctuate. (1)

HOW TO APPLY:

1. Complete the IRCO application in our Careers Portal: IRCO Application for Employment.

2. Upload your resume and cover letter addressing your qualifications for this position www.irco.org.

3. Email jobs@irco.org with questions about this position.

Please note that physical applications are accessible from IRCO’s main office, 10301 NE Glisan, Portland, OR 97220. Due to the high volume of applications received, we will not be able to contact applicants or return calls regarding applications. Applications without both a cover letter and Resume will be dismissed as incomplete.

ABOUT IRCO:

IRCO's mission is to welcome, serve, and empower refugees, immigrants and people across cultures and generations to reach their full potential. Our vision is a future where all refugees and immigrants belong, our staff are nurtured, and all communities thrive.

Founded in 1976 by refugees for refugees, IRCO has over 40 years of experience working with refugee and immigrant communities in the Portland metropolitan area, and over five years in Eastern Oregon. IRCO is the largest provider of employment services and job training for newly arrived refugees in Oregon; and we support families at every stage of their lives from the time they arrive in Oregon. Find out more at www.irco.org.