Training Assistant IV | Center for Continuing Education  

Summary of Work Activities and Responsibilities:

The Training Assistant IV supports the full training cycle activities, which includes pre-training preparations, coordination during the training, and post-training activities to ensure smooth program delivery and effective participant engagement.

Main Duties and Responsibilities

I. Pre-Training Management Support

• Gathers, collates and encodes participant data and profiles from the Sales and Marketing team
• Prepares and submits timely reports such as participant data reports, attendance reports, grading sheet template, class directory, etc.
• Works closely with resource persons to coordinate and provide support for course, certification, and program requirements
• Reminds resources persons on the timely submission of necessary program documents and materials in the Learning Management System (LMS), and monitors submission
• Prepares all necessary materials for assigned accounts, courses, certifications, and diploma programs, including attendance sheets, program orientation slides, participant IDs, evaluation link/QR codes
• Requests and prepare the needed supplies and materials for the activities of the course.
• Prepares assignments, discussion boards, submission bins/pages, quizzes and exams in the Learning Management System (LMS) or via Google/MS Forms.
• Coordinates and arranges room setup and equipment, ensuring all necessary tools, devices, materials, logistical requirements are prepared and functioning correctly before the training session
• Prepares and processes cash advances to ensure a smooth and organized training proces

II. Training Management Support

• Sets up and oversees the registration area of program sessions
• Informs participants of school policies and regulations during program orientation
• Assists the Resource Persons and participants with the activities and assessments
• Records and tracks participants’ attendance throughout every training session
• Manages communication between participants, and resource persons, ensuring that course requirements and information are shared promptly and accurately
• Consolidates participant submissions and forwards them to the assigned resource person for grading
• Encodes and sets up course and certification exam questions and answers in the LMS, as instructed by the resource person
• Provides proctoring support during online examinations by receiving inquiries, guiding the participants on how to use the online platform, etc.
• Secures and organizes equipment and supplies used after each account, course, certification, and diploma program
• Provides ongoing support to facilitate a smooth training experience by responding to inquiries from both the resource persons and participants

III. Post-Training Management Support

• Monitors submission of grades by the resource person, providing updates to the Training Records Officer upon receipt of finalized grades
• Monitors submission of post-program evaluations, and reminds participants to accomplish the evaluations
• Prepares detailed reports on program runs, including course evaluation summaries, actual expense reports, liquidations, and any required summaries for partners, ensuring all documentation is accurate and complete
• Assists in the organization of graduation ceremonies by handling the logistical preparations and documentation, as needed
• Consolidates and submits all program documentation to the Training Services Head, ensuring compliance with the Center's standards and timelines

IV. Performs other work-related tasks as may be required by the immediate supervisor and authorized representative

Knowledge, Skills, and Abilities:

• Administrative Support Skills: Knowledge of administrative and clerical procedures such as maintaining documentation, record-keeping, managing logistical arrangements and preparing reports
• Coordination Skills: Ability to proactively coordinate and manage actions in relation to others
• Communications and Interpersonal Skills: Ability to expresses thoughts clearly, accurately and succinctly in verbal and in writing to different audiences
• Organization and Prioritization of Work: Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency; Organize and keen to details
• Customer Service Oriented: Actively looks for ways to help and relate well with clients and partners
• Technology Savvy: Ability to utilize information technology and computer and internet systems to accomplish tasks; comfortable with exploring new technologies
• Problem-Solving Skills: Ability to identify issues, analyze possible solutions, and implement effective resolutions in a timely manner, especially during training delivery or logistical challenges
• Flexibility and Adaptability: Ability to adapt to changing circumstances, priorities, and requirements, maintaining composure and efficiency in dynamic or high-pressure environments
• Attention to Detail: Demonstrates thoroughness in executing tasks, ensuring accuracy in managing program details, documentation, and logistics
• Time Management Skills: Strong ability to manage time effectively, ensuring that all tasks and responsibilities are completed within set deadlines without compromising quality

Education and Experience Requirements:

• Graduate of any bachelor’s degree, preferably Psychology/Human Resources Courses
• At least 1 year relevant work experience