Training Admin

Job Description

Position Summary

The 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 Responsibilities

Training Administration

Coordinate and schedule training courses, instructors, and facilities

Maintain training calendars and communicate updates to staff and students

Prepare training materials, rosters, sign-in sheets, and course packets

Track student attendance, course completion, and certification status

Assist instructors with administrative needs before, during, and after training sessions

Maintain digital and physical training records in accordance with retention policies

State Licensing Support

Process company, employee, and student licensing applications in accordance with state regulatory requirements

Ensure accuracy and completeness of all licensing documentation prior to submission

Track application statuses, renewals, expirations, and continuing education requirements

Serve as liaison between the organization and state licensing agencies

Maintain organized and audit-ready licensing files

Legal & Compliance Support

Assist in maintaining compliance with applicable laws, regulations, and internal policies

Organize and maintain compliance documentation, including audits, inspections, and reports

Support preparation for regulatory audits and inspections

Track compliance deadlines and reporting requirements• Assist with updating policies, procedures, and training materials to reflect regulatory changes

Administrative & Operational Support

Manage incoming calls, emails, and inquiries related to training and licensing

Maintain filing systems (electronic and physical) for training and compliance records

Generate reports on training metrics, licensing status, and compliance tracking

Coordinate meetings, take minutes, and follow up on action items

Order and maintain office and training supplies

Support special projects as assigned by leadership

Qualifications

Required

High school diploma or equivalent (associate or bachelor’s degree preferred)

2+ years of administrative experience, preferably in training, compliance, or regulated

environments

Strong organizational and time management skills with attention to detail

Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)

Ability to manage sensitive and confidential information with discretion

Strong written and verbal communication skills

Preferred

Experience with state licensing or regulatory compliance processes

Familiarity with training management systems (LMS) or recordkeeping systems

Experience working in a regulated industry (e.g., security, healthcare, education, or government)

Key Competencies

Attention to detail and accuracy

Organizational and multitasking ability

Regulatory awareness and compliance mindset

Communication and customer service skills

Problem-solving and critical thinking

Ability to work independently and as part of a team

Work Environment

Office-based with occasional support in training environments

May require occasional extended hours to support training schedules or compliance deadlines

Physical Requirements

Prolonged periods of sitting and computer use

Ability to lift and move training materials and supplies (up to 25 lbs)

Benefits

We 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 Notes

This 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

Full-time