Learning & Development Program Assistant #47764

The Learning & Development Learning & Development Program Assistant plays a critical role in the Budget, Marketing, Tuition Reimbursement, Taleo and Training Administration for the Human Resources Learning and Development Division. Additionally, this position is responsible for scheduling citywide trainings, overseeing the training rooms and schedules, and coordinating the marketing and outreach strategy for all division training classes, programs, and events.

This position serves as the point of contact for citywide instructors/facilitators and assists with maintaining the equipment used within each of the training rooms. Lastly, this position assists with the division budget, financial transactions, and maintaining critical employee and financial documentation and records.

Duties will include, but not be limited to:

• Serves as first tier customer support for the LMS Taleo Learn
• Administrative support including front office, event management and set up
• Troubleshoots system errors, escalates issues through Department, IT and Oracle
• Oversees mapping within Taleo Learn to ensure the Instructional Led Training and the Online/Web-based training are sent out and responded to in a timely manner
• Maintains enrollments for trainings – confirming, extending, or dropping enrollments.
• Closes out trainings and verifies records are accurate.
• Trains DTRs (Department Training Reps) on Taleo Learn and the functions/tools within their roles and responsibilities – departmental, Learning and Development, and citywide.
• Establish and maintain filing systems for personnel training records, tuition reimbursement, and other confidential files to be maintained within the department.
• Prepare correspondence, surveys, reports, etc. to support the Manager and the division.
• Monitor and maintain the general HRTrain mailbox and the communications in/out
• Manages the Tuition Reimbursement Program – inclusive of notarizing applications, processing the applications, processing payment, collections, and verifying educational institutions and programs.
• Coordinates the marketing strategy and outreach efforts for citywide training classes, programs, and events which include developing materials, website, SharePoint, social media, etc.
• Develops, monitors, and tracks the marketing strategy and outcomes for the division.
• Assist in the coordination of training sessions through contact with HR trainers, consultants, and other agencies, setting up rooms and equipment, development and compilation of resource materials, and record maintenance.
• Prepare routine financial statements and budget forms to assist with the administration of divisional budget.
• Process and maintain records of all financial transactions.
• Develop and maintain systems to facilitate recordkeeping and processing of transactions in Oracle Financial Cloud OFC.
• Maintain accounts payable/receivable databases; review/enter invoices for accuracy, coding, and necessary departmental approval; update information; run inquiries; prepare payment vouchers; and retrieve various requested invoice/payment information.
• Research and provide quotes for purchases, and prepare purchase requisitions and purchase orders.
• Serves as the moderator and co-facilitator for training sessions as needed.

The City offers a generous benefits package, which includes health, dental and life insurance, retirement and savings plans, maternity/paternity and parental leave, holidays and leave.

The City of Virginia Beach is an Equal Opportunity Employer.