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Key Responsibilities and Required Skills for a Training Administrator

💰 $45,000 - $65,000

Human ResourcesLearning & DevelopmentAdministrationCorporate Training

🎯 Role Definition

As a Training Administrator, you are the central coordinator for all company training activities. You are a master of logistics, an expert in organization, and the go-to resource for both employees and trainers. This role is crucial for the successful execution of our learning and development strategy, directly impacting employee growth and organizational capability. We're looking for a detail-oriented individual with a passion for creating smooth, positive learning experiences and a knack for juggling multiple priorities in a fast-paced environment. You will be the key player who ensures that our L&D vision is executed flawlessly.

📈 Career Progression

Typical Career Path

Entry Point From:

  • HR Assistant / Coordinator
  • Administrative Assistant / Executive Assistant
  • Team Coordinator / Project Coordinator

Advancement To:

  • Senior Training Coordinator
  • Learning & Development (L&D) Specialist
  • HR Generalist
  • Instructional Designer

Lateral Moves:

  • HR Coordinator
  • Recruiting Coordinator
  • Events Coordinator

Core Responsibilities

Primary Functions

  • Manage the end-to-end logistics and coordination for all instructor-led (virtual and in-person) training sessions, including scheduling complex calendars, booking rooms, arranging catering, and managing technology setup.
  • Serve as the primary administrator for our Learning Management System (LMS), including course creation, user enrollment, session scheduling, and acting as the first line of support for troubleshooting user issues.
  • Coordinate all training session materials, ensuring they are prepared, printed, packaged, and distributed to trainers and participants in a timely manner for a seamless experience.
  • Handle all communications related to training programs, including sending polished and professional calendar invitations, pre-work assignments, reminders, and post-session follow-up correspondence.
  • Manage training registration and cancellation processes, meticulously maintaining accurate attendance records, waitlists, and reporting on fill rates.
  • Act as the main point of contact for external training vendors, coordinating schedules, contracts, material requirements, and logistical needs.
  • Process and track all training-related invoices and expenses, ensuring alignment with the L&D budget and providing reports to leadership as required.
  • Generate and distribute regular and ad-hoc reports from the LMS on key training metrics such as course completions, attendance, compliance status, and training effectiveness.
  • Administer post-training evaluation surveys and compile feedback to help measure program success and identify opportunities for continuous improvement.
  • Maintain and organize the central enterprise-wide training calendar, ensuring it is consistently up-to-date and accessible to all relevant stakeholders.
  • Provide live "producer" support for virtual training sessions, assisting facilitators with technology and managing participant needs (e.g., launching polls, managing breakout rooms, monitoring chat).
  • Coordinate travel and accommodation arrangements for trainers and participants attending in-person training events at various company and off-site locations.
  • Manage the inventory of all training supplies and materials, reordering as necessary to ensure availability for all scheduled programs.
  • Support the employee onboarding process by scheduling new hire orientation sessions and ensuring all required foundational training is assigned and completed.
  • Maintain accurate, confidential, and organized training records, files, and documentation for both active employees and for compliance and audit purposes.
  • Respond promptly and professionally to all employee and manager inquiries via email, chat, and phone regarding training schedules, registration, and program information.

Secondary Functions

  • Assist in the maintenance and minor updating of existing training content and materials, such as workbooks, presentations, and job aids, under the guidance of L&D Specialists.
  • Support the L&D team with special projects, such as the implementation of new learning technologies or the rollout of large-scale, company-wide training initiatives.
  • Maintain the L&D department's intranet or SharePoint site, ensuring resources, calendars, and program information are current, engaging, and easy to navigate.
  • Liaise effectively with cross-functional departments (IT, Facilities, Finance, Communications) to ensure all logistical and technical aspects of training delivery are seamless.
  • Gather and compile data on training needs and trends from various sources, such as performance reviews and employee surveys, to support the annual training planning process.
  • Assist with the creation of marketing and communication materials to promote upcoming learning opportunities and build excitement for new programs across the organization.

Required Skills & Competencies

Hard Skills (Technical)

  • MS Office Suite Mastery: High proficiency in Microsoft Office, particularly Outlook for complex scheduling, Excel for reporting and tracking, Word for documentation, and PowerPoint for material preparation.
  • LMS Administration: Hands-on experience with Learning Management Systems (LMS) such as Cornerstone, Workday Learning, SuccessFactors, Docebo, or similar enterprise platforms.
  • Virtual Training Platforms: Familiarity with virtual meeting and training platforms like Zoom, Microsoft Teams, and Webex, including administrative and producer/moderator functions.
  • Budget & Invoice Management: Experience with tracking expenses against a budget, processing invoices, and working with finance systems (e.g., Coupa, SAP).
  • Data Reporting: Basic data analysis and reporting skills to pull, interpret, and visualize training metrics in a clear and concise manner.
  • Content Management: Knowledge of SharePoint or other intranet platforms for managing and organizing digital resources.

Soft Skills

  • Exceptional Organization: World-class organizational and time-management skills with a demonstrated ability to manage multiple concurrent projects and shifting deadlines.
  • Impeccable Attention to Detail: A commitment to accuracy and quality in all aspects of work, from scheduling a meeting to compiling a report.
  • Superior Communication: Strong written and verbal communication skills, with a customer-centric and professional approach to interacting with employees at all levels, managers, and external vendors.
  • Proactive Problem-Solving: The capacity to anticipate needs, identify potential issues, and independently resolve logistical challenges before they become problems.
  • Professionalism & Discretion: A high level of integrity and the ability to handle confidential employee information and sensitive situations with discretion.
  • Collaborative Team Player: Ability to work effectively and build strong relationships as part of a collaborative L&D team while also being a self-starter who can work independently.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or equivalent. An Associate's Degree is a strong plus.

Preferred Education:

  • Bachelor’s Degree.

Relevant Fields of Study:

  • Human Resources
  • Business Administration
  • Communications
  • Hospitality Management

Experience Requirements

Typical Experience Range:

  • 2-4 years of experience in a high-volume administrative, coordination, or customer support role.

Preferred:

  • At least 1-2 years of direct experience within a Human Resources or Learning & Development (L&D) department.
  • Proven experience coordinating multi-session events, workshops, or training programs.
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