Learning Systems & Compliance Data Specialist

The Learning Systems & Compliance Data Specialist keeps training records accurate from the day a staff member is enrolled to the day they complete. The role reports to the Director of Learning & Development and primarily supports the LMS and Admin Ops team, while working across Training Operations as needed. This role checks that training rosters, the LMS (Relias), and the HR system (HRIS) match, finds and fixes the causes of record errors, and builds compliance reports. The result: learners, supervisors, and program leaders get accurate, timely certification information. The role also supports facilitation as needed (about 15–20% of time), including New Hire Orientation and/or CPR/First Aid/AED/Narcan sessions.

Cross-Team Data Accuracy & Procedures • Ensures training enrollments are correct in Vinfen’s Learning Management System (LMS); researches and corrects errors in enrollments. • Regularly reviews and verifies training rosters, LMS completion records, and HR system (HRIS) data to ensure accurate data and maintains tracking of repeated errors until rectified. • Writes and updates step-by-step procedure and/or SOPs for both Training Operations and LMS teams to use for enrollment and LMS work. • Works with both teams during LMS updates and catalog or process changes, to test each change to ensure updates do not result in errors in enrollment or certification tracking. • Spots patterns in recurring problems and recommends fixes to the Director of Learning & Development. • Collaborates with Training Operations and LMS teams to test system updates, course catalog modifications, and process changes to ensure functionality, data integrity, and accurate certification tracking.• Identifies trends and recurring system or process issues, recommends opportunities for improvement, and collaborates with the Director of Learning & Development to implement effective solutions.Enrollment & Certification Support • Coordinates employee enrollment in required trainings, oversees class assignments, waitlists, cancellations, and rescheduling requests to ensure timely access to training. • Tracks required certifications (MAP, Relias training, Safety Care, CPR/First Aid, etc.) and updates staff records when certification is completed. • Monitors certification expiration dates, identifies certifications that are approaching expiration and proactively notifies employees and their supervisors to ensure timely renewal and compliance.LMS & Admin Ops Support • Creates, maintains and updates employee profiles and access within the LMS. • Collaborates with LMS Director to update course assignments, learning paths, and course catalog information in the LMS. • Responds to and resolves LMS-related inquiries regarding course enrollments and completions, escalating more complex issues to the LMS Director or vendor as appropriate.Reporting & Compliance • Develops and maintains reports and dashboards that consolidate enrollment, LMS, and certification data into a centralized view to support tracking, analysis, and compliance monitoring.• Sends compliance reports to program leaders, Operations, and Compliance, and runs reports on request. • Supports audit preparation ensuring training records are accurate, complete and easily accessible. Learner & Stakeholder Communication • Responds to inquiries about enrollment, certification status, certification deadlines, and LMS access. • Develops job aids and communications to support process changes impacting both teams, ensuring clear guidance and consistent implementation.Training Facilitation (as needed, approximately 15–20%) • Facilitates in-person and virtual instructor-led training sessions using engaging, interactive, learner-centered approaches grounded in adult learning principles.• Adapts training delivery and facilitation techniques to meet diverse learner needs, accommodate different learning environments, and address varying levels of content complexity and participant engagement.• Supports the delivery of New Hire Orientation and CPR, First Aid, AED, and Narcan training programs as needed.Other Duties • Provides cross functional support to both Training Operations and LMS teams during busy certification periods and system changes. • Performs other related duties as assigned.

Knowledge and Skills:• Familiarity with LMS platforms (Relias preferred), including user, enrollment, and assignment administration • Experience matching data between systems, such as an LMS and an HR system (HRIS) Experience with compliance or certification tracking in a regulated environment • Experience with reporting or dashboard tools (Power BI, Tableau, or similar) • Proficiency with Microsoft Excel and/or Google Sheets for data management and reporting Ability to write clear procedures and job aids• Strong problem-solving skills, including finding out why errors happen0• Strong attention to detail and ability to manage high-volume data tasks accurately • Ability to balance priorities across two teams and meet deadlines • Strong written and verbal communication and customer service skills at all levels of the organization • Proficiency in training delivery platforms (e.g., Zoom, Teams), LMS navigation, and basic multimedia tools

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).

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.

Typical Requirements:2+ years of experience in training coordination, scheduling, LMS administration, compliance tracking, HR data, or related administrative work. Experience in human services, healthcare, education, or other regulated training environments. Hands-on experience with an LMS (Relias or similar preferred).

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

Driving Requirements:Driving is not required for this position.

Physical Effort:Ability to stand, walk, bend, kneel, stoop, crouch, crawl, climb as this is a very physically active position.

Must be able to lift at least 25 pounds using proper lifting techniques or the use of a two-person lift.

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

Ability to sit, reach, climb stairs, and maneuver through narrow spaces or hallways.

Ability to assist clients with tasks of daily living.

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

Required Credentials/Licenses:American Red Cross CPR/First Aid Instructor certification required within 30 days of hire

Originally posted on Himalayas