Training Enrollment & Certification Coordinator

Overview

The Training Enrollment & Certification Coordinator supports the operational execution of learning and certification requirements across the organization. This role is responsible for managing staff enrollment into required training, monitoring certification status, generating reports, and communicating directly with learners and supervisors regarding deadlines, next steps, and requirements. In addition, this role owns the Learning & Development SharePoint repository, ensuring that department documents, SOPs, job aids, and training assets are accurate, organized, and accessible.

Responsibilities

Training Enrollment & Scheduling Support

• Enrolls staff into required learning programs and maintains roster accuracy across systems.
• Ensures class assignments, waitlists, cancellations, and rescheduling tasks are processed accurately and on time.
• Communicates enrollment confirmations, instructions, and reminders to learners and supervisors.
• Schedules and tracks New Employee Trainings and identifies instructors to facilitate courses.

Certification Tracking & Status Monitoring

• Tracks required certifications (MAP, Relias training, Safety Care, CPR/First Aid, etc.) and updates records as completions occur.
• Runs reports to identify upcoming expirations and overdue certifications and sends notifications accordingly.
• Supports Senior Coordinator in maintaining compliance dashboards and certification logs.

Reporting & Data Integrity

• Pulls routine compliance and enrollment reports for program leadership and other stakeholders as assigned.
• Performs data validation checks and partners with LMS Administrator to resolve data errors or record mismatches.
• Supports audit preparation by ensuring documentation and records are stored and accessible.

SharePoint Repository Ownership

• Owns and maintains the L&D SharePoint document library, including folder structure, file naming standards, access permissions, version control, and archive management.
• Uploads and updates SOPs, job aids, forms, and other training materials in collaboration with Pod 1 and Pod 2 leadership.
• Ensures staff always have access to the most current approved documentation.

Learner & Stakeholder Communication

• Responds to inquiries related to enrollment, certification status, deadlines, and required next steps.
• Sends standardized notices and reminders to individuals and groups to support timely completion of training.
• Assists in drafting communications for training announcements and process updates.

Other Duties

• Provides operational support during high-volume certification cycles or system transitions.
• Serves as a backup for Senior Coordinator duties during absences or peak workload periods.
• Produces job aids as needed.
• Performs other related duties as assigned.

Knowledge and Skills:

• Experience with SharePoint or other document management platforms
• Experience in human services, healthcare, education, or compliance-driven environments
• Familiarity with LMS platforms (Relias preferred)
• Strong attention to detail and ability to manage high-volume data tasks
• Proficiency with Microsoft Excel and/or Google Sheets
• Strong written and verbal communication skills
• Ability to meet deadlines and manage multiple priorities
• Strong customer service skills and the ability to interact with all levels of the organization
• Strong time management skills

About Vinfen

Established in 1977, Vinfen is a nonprofit, health and human services organization and a leading provider of community-based services to individuals with mental health conditions, intellectual and developmental disabilities, brain injuries, and behavioral health challenges. Our services and advocacy promote the recovery, resiliency, habilitation, and self-determination of the people we serve. Vinfen's 3,500 dedicated employees are experienced, highly-trained professionals who provide a full range of supportive living, health, educational, and clinical services in over 550 sites throughout Massachusetts and Connecticut. For more information about Vinfen, please visit www.vinfen.org/careers.

Our comprehensive and generous benefits package includes (for eligible employees):

• A fully funded 401(a), employer-sponsored retirement plan that requires no employee contribution as well as an employee-funded 403(b) plan
• First-rate Medical, Dental and Vision plans that are open all employees scheduled to work 30 hours per week or more. Plus, we offer a generous employer contribution toward the cost of medical insurance!
• Employer-paid Life, Accidental Death & Dismemberment and Long-Term Disability Insurance (no cost to you!)
• Employer-paid Short-Term Disability Insurance for employees who qualify
• Flexible Spending Reimbursement Accounts (Health and Dependent care)
• Voluntary Term Life, Whole Life, Accident, Critical Illness, and Hospital Indemnity Insurance
• Generous paid time off (Employees scheduled to work 20 hours or more per week).

My Job. My Community. My Vinfen.

Vinfen is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.

Qualifications

Typical Requirements:

• 1+ years of experience in training coordination, HR administration, compliance tracking, or related administrative work
• Experience in human services, healthcare, education, or compliance-driven environments
• Familiarity with LMS platforms (Relias preferred)

Preferred /Required Education: High School diploma or GED required. Bachelor's degree in training, human resources, business administration, business management, or related field preferred. In some cases, experience may be substituted for academic training.

Driving Requirements: Driving is not required.

Physical Effort: Ability to lift at least 25 pounds using proper lifting techniques.

Ability to operate a computer and other office equipment such as a calculator, copier, and printer.

Ability to remain in a stationary position 50% of the time as needed.

Ability to bend, reach, file, sit, stand and move around the facility.

Ability to speak, hear and communicate with clients, staff and external representatives. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Required Certifications/Trainings: N/A

Pay Range