Registration and Scheduling Support - Frederick, Maryland - Jamison Professional Services, Inc. (JPS)

Jamison Professional Services, Inc. (“Jamison”) is currently seeking a qualified and motivated candidate for the position of Registration and Scheduling Support.

Please provide (3) professional references who can attest to your past performance in work similar to that described in the statement of work.

Job Title:Registration and Scheduling Support– Frederick, Maryland

DESCRIPTION OF SERVICES:

VAAA has approximately 200 courses that are offered throughout its four schools. A course and class offering schedule is formulated each year in June/July for the upcoming Fiscal Year (FY). VAAA anticipates approximately 600 Virtual Instructor-Led Training (VILT) and 150 face-to-face (F2F) class offerings to be held in FY 2025 with an approximately 35,000 students. The contractor shall provide registration and scheduling support for the courses and class offerings as described below and in accordance with VAAA Office of the Registrar (OOR) Standard Operating Procedures (SOPs).

The contractor shall provide course and class offering scheduling and registration support for VA students and Other Government Agency (OGA) students. Of the approximately 35,000 students of VAAA, approximately 100 are OGA students.

REQUIRED AND DESIRED KNOWLEDGE, SKILLS, AND ABILITIES:

Minimum Requirements

• High school diploma or equivalent.
• Must be proficient in Microsoft Office 365 suite of applications specifically Word, Excel, and PowerPoint.
• Operating knowledge of and experience with typical office equipment, such as telephones, copier, fax machine, Email, 10-key, etc.
• Customer service skills.

Preferred Qualifications

• Registrar experience preferred.
• Operating knowledge of and experience with scheduling.
• Operating knowledge of and experience with Cornerstone OnDemand (CSOD) registration systems and the VA’s Training Management System (TMS).
• Operating knowledge of and experience with G-invoicing.
• Minimum of 4 years’ experience in clerical support positions.
• Minimum of 2 years Student Information System data entry experience highly preferred.
• Experience working with students preferred.
• Experienced with and working knowledge of the classroom Learning Content Management System platform (LCMS) (such as Blackboard, Adobe Connect, and MS Teams).
• Critical thinking and problem-solving skills.
• Time management, organizational and prioritization skills.
• Ability to maintain confidentiality in all aspects of the job.
• Ability to manage multiple tasks with frequent interruptions.
• Ability to manage multiple priorities.

JOB DUTIES AND RESPONSIBILITIES:

The contractor must provide the following VAAA Registration Support:

• Register approximately 35,000 students (VA and OGA) for all class offerings during this TO’s performance period (approximately 600 VILT and 150 F2F referenced above) using the VA’s Learning Content Management Systems (LCMSs). The current LCMS registration systems being used are ornerstone OnDemand (CSOD) and the VA's Training Management System (TMS). 
• Communications related to registration.

• Receive and respond to inquiries and requests for technical assistance with submitting class registration requests and other registration LCMSs (CSOD and TMS) inquiries. May also direct students to the various LCMS Helpdesks (CSOD, TMS, Blackboard, Adobe Connect) for further technical support. Inquiries may be received via VAAA email mailbox, MS Teams, and phone.

• Monitor approximately 10 VAAA OOR and school mailboxes, Microsoft Teams messages and responding to incoming inquiries regarding registration, enrollment, schedule changes, and general questions pertaining to VAAA classes and courses within 48-hours.
• Answer incoming calls to the OOR and respond to telephonic requests within 48-hours.
• Notify all registered students of canceled class offerings and provide recommended similar classes or future course offerings.

• Reporting related to registration:

• Run reports from CSOD and TMS to regularly track VAAA class and course offerings and enrollment numbers.
• Create ad hoc registration reports in accordance with established VAAA/OOR SOPs, which will be provided after award.
• On a weekly basis, pull data/weekly reports/feeds on all registrations from CSOD and transfer into to the VAAA’s Single Source of Truth (SST) database, which is an internal depository of registrar and academy statistical data.
• On a monthly basis, review and reconcile enrollment, registration, and completion data between CSOD and the Academy’s SST database or other platform.

• Data entry, SOP and document support, and meetings related to registration:

• Receive results of course completion data from school or instructor and record the data for each in the course offering within CSOD and TMS.
• Create and maintain course survey links in a shared repository.
• Draft and maintain approximately 15 VAAA/OOR SOPs and other documents used to support VAAA course registration, which will be provided after award.
• Attend weekly customer support meetings (one meeting per school each week) and capture meeting minutes, provide registration data. Ad hoc meetings may be required for follow-up or additional information.

The contractor must provide the following VAAA Scheduling Support:

• Schedule approximately 600 Virtual Instructor-Led Training (VILT) and 150 face-to-face (F2F) class offerings in CSOD for approximately 200 courses. The bulk of scheduling will be one time at the start of the TO’s performance period; additional scheduling of course offerings may be required throughout the PoP. Scheduling will include receiving Change, Add, Delete and Cancel (CADX) forms from VAAA schools for class offerings or courses, and includes scheduling dedicated classes requested by specific organizations.
• Manage the VAAA classroom schedule to include 16 classrooms and15 break-out rooms for F2F offerings and three distance learning rooms for VILT (if required) by utilizing the VAAA’s classroom and conference room software (currently Agilquest scheduling software).
• Maintain class and course schedules and update the schedules in the classroom LCMS (such as Blackboard, Adobe Connect, and MS Teams).

• Maintain (add, edit, and remove) class and course schedules on the VAAA’s website and SharePoint sites.
• Create weekly class and course schedules for use by all key stakeholders. Key stakeholders include VAAA students, VAAA business units, Office of Logistics and Acquisitions, and other Government Agencies.

The contractor must provide the following OGA Registration Support:

• Review and facilitate the payment process in the G-invoicing system for OGA students participating in VAAA classes and OGAs purchasing courses, in accordance with VAAA’s SOP which will be provided after award. The Government Full-Time Employee (FTE) will approve all payments.
• Track OGA class and course payments within the system to ensure payments are processed after the Government FTE approves.
• Confirm all OGA payments are collected within the G-invoicing system prior to the class offering start date (if for a single student); or course purchase date (if for a complete/full course).

HOURS OF OPERATION

TBD

PRIMARY PLACE OF PERFORMANCE:

The work under this task order (TO) may be performed at the contractor facility.

VA Acquisition Academy

7485 New Horizon Way

Frederick, Maryland 21703

TRAVEL:

Travel may be required for this order.

Pay Rate: TBD

Clearance Level Required: Must be able to pass a Federal Background check.

JAMISON CORPORATE OVERVIEW:

Jamison Professional Services, Inc. (Jamison) is a Service-Disabled, Veteran-Owned Small Business (SDVOSB), certified Minority Business Enterprise (MBE) headquartered in metropolitan Atlanta, Georgia. We specialize in providing professional management, administrative, healthcare, court reporters and transcriptionist experts, and document/ record and telehealth operational support solutions to U.S. Government, State, and commercial clients. Jamison is a nationwide professional staff augmentation company, that helps commercial clients and government agencies expand their talent acquisition reach by sourcing, assessing, developing, and managing the talent that enables them to be successful.

Jamison offers a wide range of employment opportunities in the commercial and government sectors. We seek employees who share our values of service excellence, integrity, and professionalism.

Jamison affords equal employment opportunity to all individuals, regardless of race, creed, color, religion, gender, national origin, ancestry, age, marital status, veteran status, disability, medical condition, gender identity, or sexual orientation. Our employees, as well as applicants and others with whom we do business, will not be subjected to sexual, racial, religious, ethnic, or any other form of unlawful harassment and/or discrimination. In addition, Jamison adheres to the equal employment opportunity requirements of all states and localities in which it does business.

Jamison’s commitment to equal opportunity is applied through every aspect of the employment relationship, including, but not limited to, recruitment, selection, placement, training, compensation, promotion, transfer, termination, and all other matters of employment.

Applicants may be required to successfully complete an online assessment to determine qualifications for positions requiring specific skills.

All applications must be submitted through our application system at: https://www.jps-online.com/apply-now/