The Training Operations Assistant provides administrative, facilities, and communications support to ensure the smooth, efficient operation of the Learning & Development (L&D) function. This role supports training delivery by managing front desk coverage, room setup and supply coordination, vendor and purchasing logistics, and internal communications related to training activities. The Training Operations Assistant also supports the Training Operations & Compliance team by triaging inbox requests, assisting with enrollment and scheduling tasks, and distributing learner communications such 
as reminders, announcements, surveys, and updates.

Training Operations & Front Desk Support 
• Provides on-site front desk coverage during training hours, greeting staff, answering questions, and directing participants to appropriate rooms or resources. 
• Coordinates room setup, technology needs, printed materials, supplies, and refreshment logistics for scheduled training sessions. 
• Monitors classroom spaces, equipment, and inventories to ensure readiness and proper functioning. 
• Maintains a professional and welcoming training center environment for employees, vendors, and visitors. 

Administrative & Procurement Support 
• Orders and tracks supplies, training materials, printed resources, and facility needs in alignment with departmental budget guidelines. 
• Coordinates vendor relationships for materials, room services, printing, catering, equipment, etc. 
• Assists with invoice routing, purchase requests, and supply reconciliations. 
• Maintains inventory records and proactively identifies resupply needs. 

Communications & Learner Engagement 
• Drafts and distributes learner communications including class reminders, attendance instructions, follow-up messages, surveys, and newsletter content. 
• Manages designated L&D inboxes, routing inquiries to the appropriate team members and responding to routine requests. 
• Assists with development and formatting of internal communications, announcements, and updates. 

Training Coordination Support 
• Assists Enrollment & Certification Coordinators with scheduling tasks, roster updates, and data entry during high-volume periods. 
• Helps process attendance sheets, class sign-ins, and course completion documentation. 
• Provides backup administrative support for LMS account assistance, basic troubleshooting, and 
distribution of instructions. 

Other Duties 
• Participates in department meetings and assists with special projects as assigned. 
• Supports cross-pod initiatives and administrative workflows during peak demand or staff absences. 
• Performs other job-related duties as assigned.

Knowledge and Skills:
• Strong verbal and written communication skills 
• Ability to maintain professionalism in a fast-paced, public-facing environment 
• Strong organization, task management, and follow-through skills 
• Proficiency in Microsoft Office or Google Workspace (Docs, Sheets, Gmail, etc.) 
• Ability to draft internal communications and manage shared inboxes 
• Ability to support facilities, vendors, or logistics functions

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.

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.

Typical Requirements:
• 1+ year of administrative, office support, customer service, or operations experience

Preferred /Required Education:
A high school diploma or equivalent is required. Bachelor's degree in training, 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:
Administrative Roles - 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.