Employment in this role is conditional upon successful execution of the contract by the client.

The Work

The Registrar Program Specialist III is responsible for performing a wide variety of administrative duties including data entry in the client's official Student Training Management System (STMS) database.

This position aligns with Cayuse’s core values of Innovation, Excellence, Collaboration, Adaptability, and Integrity by fostering technical solutions that meet customer needs, promoting teamwork, and prioritizing quality in deliverables.

Key Responsibilities

• Establishes and manages office procedures as established by the Registrar Standard Operating Procedures (SOP).
• Manages and maintains the office filing system to include retiring course files according to the  Disposition Schedule.
• Monitors the Registrar mailbox: responds to student inquiries.
• Works closely in support of  courses .
• Employs applicable security standards and procedures.
• Coordinates administrative matters as appropriate between Registrar’s office, other administrative sections (budget, facilities support, travel), and programs.
• Develops an in-depth knowledge of all courses as they relate to the Registrar’s office.
• Drafts routine e-mails to staff and students.
• Develops thorough understanding of the official Student Training Management System (STMS) to include data entry and running management reports.
• Based on a thorough familiarity with the objectives of the Training Center and the Bureau works with the Registrar in coordinating student registrations for specific courses.
• Acts independently to anticipate scheduling problems, develop solutions and apply solutions successfully without frequent reference to the Registrar. Uses mature judgment and common sense in the negotiation of scheduling conflicts, resolutions and other disputes related to training enrollments.
• Builds courses  from scratch to include entering the course in Catalog, Course Reference, and Section. This includes the yearly update of all course descriptions and data entry of new fiscal year course dates.
• Responsible for the daily registration of students in  courses and maintenance of appropriate records on student enrollment and certification of courses completed. Registration is done using an online registration program or paper enrollment forms.
• Responsible for explaining requirements and scheduling of courses through correspondence to  other government agency training officers and personnel from overseas posts to include processing tuition payments through  budget office. Ensures that third party contractors have their appropriate Contracting Officer approval before enrollment.
• Assists with reports concerning statistical information. Reports include but are not limited to number of students trained, variety of students trained, how many courses, etc. Continually updates the student database and is relied upon to consolidate a variety of information within database limitations. Prepares recurring reports and as requested.
• Meets with students if the need arises to rectify and solve enrollment issues when the student arrives. This includes, but is not limited to, obtaining information from the student, identifying the overt and underlying problem, providing training information and/or directing the student to the appropriate resource if necessary.
• Ensures that course rosters are returned, students ‘completed’ in the database and certificates issued to course managers in a timely manner.
• Backs up the Registrar Specialist I with thorough knowledge of building access controls, issuing visitor badges, logging in and obtaining signatures for express mail deliveries, assisting personnel in person, on phone and online in all areas of the Registrar’s office, preparing student certificates. Also provides data entry backup for courses assigned to other Registrar staff.
• Responds to student inquiries regarding information on Employee Profiles.
• Instructs newly hired course coordinators on  Online application.
• Serves as a primary point of contact for enrollment in  High Threat Tactical (HTT) course. Manages a waitlist of agents for each of the yearly HTT course offerings and regularly responds to student and supervisor queries regarding waitlist status, projected enrollment dates, availability of alternate training dates, etc. Coordinates closely with contacts  to ensure sufficient space for priority enrollment personnel.
• Oversees enrollments of overseas and domestic personnel in all Information Assurance (IA) courses, to include the Information Security Line of Business (ISSLOB) courses . Works closely with IA course coordinators to ensure that classes are filled, yet do not exceed budget limits set by management. Serves as primary POC with the IA Branch Chief regarding coordination of ISSLOB courses; consults with the Registrar as necessary.
• Acts as backup for data entry of agent weapons qualifications and FAMFIRE scores in the official  Qualifications database. Runs reports for management as required.
• Other duties as assigned.

Qualifications – Here’s What You Need .

The qualifications and skills listed below are intended to provide a general overview of the requirements for this position. However, due to the anticipated nature of the contract and the absence of a finalized task order from the client, this list should not be considered all-encompassing. Additional qualifications, certifications, skills, or experience specific to the client’s requirements may be identified and requested upon award of the task order. Candidates should demonstrate flexibility and a willingness to adapt to evolving responsibilities as outlined by the client.

• Must possess a high school diploma, associate’s degree preferred.
• Minimum of  seven(7) years progressively responsible experience working in an office environment.
• Advanced knowledge of and experience with administrative or office management functions.
• A minimum of two (2) years fulfilling the duties of a Registrar Program Specialist II or equivalent experience.
• Secret Clearnce is required. .
• Due to the nature of work at the client’s site, U.S. Citizenship is required.
• Must be able to pass a background check. May require additional background checks as required by projects and/or clients at any time during employment.

Minimum Skills

• Must be highly organized with excellent oral and written communication skills.
• Must be able to work in a collaborative, team environment.
• Must possess interpersonal skills as applied to the interaction with management personnel, course managers and coordinators, other administrative personnel to assist, identify and resolve issues.
• Must be customer service-oriented.
• Must be able to handle multiple tasks simultaneously in a busy work environment.
• Must possess proficiency in SharePoint and MS Office Suites software with strong Excel and processing skills.

Our Commitment to you / overview of benefits

• SCA Health & Welfare fringe benefits.
• Telemedicine.
• Dental & Vision.
• EAP .
• Basic Life and AD&D Insurance (Company Provided).
• Voluntary Life and AD&D options.
• 401(k) Retirement Savings Plan with matching after one year.
• Paid Time Off.

Reports to: Program Manager

Working Conditions

• Professional office environment.
• Ability to work on-site in Blackstone, VA.
• Must be physically and mentally able to perform duties extended periods of time.                                                   
• Ability to lift 25lbs.
• Ability to use a computer and other office productivity tools with sufficient speed to meet the demands of this position.
• Must be able to establish a productive and professional workspace.
• Must be able to sit for long periods of time looking at computer screen.
• May be asked to work a flexible schedule which may include holidays
• May be asked to travel for business or professional development purposes.
• May be asked to work hours outside of normal business hours.

Other Duties: Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities, and activities may change at any time with or without notice.

Cayuse is an Equal Opportunity Employer.  All employment decisions are based on merit, qualifications, skills, and abilities. All qualified applicants will receive consideration for employment in accordance with any applicable federal, state, or local law.