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Reporting directly to the Supervisor, Training Centre, the incumbent is responsible for performing a variety of duties related to all operations training related registrations for courses, producing and distributing testing materials in accordance with departmental Standard Operating Procedures, coordinating training enrolments and maintaining employee training files. The incumbent is also responsible for performing a variety of administrative duties to support the Training & Development staff as well as performing various general office duties for the Department.
Key Job Functions


Performs a variety of duties related to training course registrations, monitoring training class size, revising, recording employee status changes upon course completion and running reports from the Learning Management System (LMS). This involves:

receiving, reviewing and monitoring registrations and employee training class completion status for all budgeted operations training classes in the LMS.
receiving, reviewing, creating and monitoring all unscheduled operations training classes in the LMS based on training plans submitted by the Managers.
processing trainee discontinuations, which includes completing Payoff Orders, Employee Leaving Service Advice forms and other related paperwork for employee discontinuations/terminations and recording the information in the LMS.
issuing the annual training calendar of budgeted training course and ensuring accuracy of course information.
inputting, updating and maintaining employee, course and class training information on the LMS, which includes enrolments, cancellations, failures and no shows.
inputting and updating employee test results on the LMS.
liaising with external companies regarding the enrolment of contractor staff.
running routine and ad hoc reports from the LMS.
coordinating, organizing and booking classrooms for training delivery.
assigning classrooms and updating daily classroom bookings and listings.
handling all training related inquiries, including questions regarding scheduled and unscheduled training.
informing the appropriate Manager of low and no enrolment for scheduled training classes.
obtaining driver abstracts for all employees required to drive a vehicle, verifying appropriate class of license and informing the appropriate Manager of any irregularities.
assisting with scheduling and coordinating license renewal appointments for TTC employees.

Key Job Functions continued


Performs a variety of administrative functions to support the work of the Operations Training Centre staff as well as performing various general office duties for the Department. This involves:

formatting, updating, producing and maintaining an inventory of tests in accordance with Standard Operating Procedures, and ensuring testing materials are prepared and available for Instructors as required.
administering and assisting with the scoring of pre-qualifying tests for current employees and potential job candidates.
maintaining an up-to-date file management system of employee training records (approximately 100 files are processed daily).
processing archived employee training files, in conjunction with the City of Toronto File Archival process.
ordering stationery and ensuring adequate stock is available.
liaising with Graphics to ensure training materials for each course are up-to-date, printed and available as needed to meet the training schedules.
organizing, maintaining and ordering course materials/hand-outs and maintaining an ongoing inventory of same.
preparing and organizing all required training materials for Instructors prior to each class.
maintaining an inventory of classroom furniture and audio-visual equipment and conducting routine inventory checks.
ordering training materials such as hard hats, vests, safety glasses, keys/punches, Subway Rule Books, etc.
substituting for the Supervisor, Training Centre as required.

Demonstrates behaviours that support diversity, inclusion, and a respectful work and service environment that is free from discrimination and harassment. Helps to remove barriers and accommodate employees and customers (within their area of responsibility) in accordance with TTC’s commitments and obligations under the Ontario Human Rights Code (OHRC) and Related Orders, the Accessibility for Ontarians with Disabilities Act (AODA), and TTC’s policies.
Skills

Use office technology, software and applications
Maintain documentation and historical records
Plan and organize activities / projects to meet section and organizational goals
Create, document, and manage information and records
Education and Experience


Completion of secondary school education or a combination of education, training and experience deemed to be equivalent.
A few years of similar or related work experience.
Completion of post-secondary education in a relevant discipline is considered an asset.
Additional Requirements


Sound knowledge of modern office practices, procedures and audio-visual equipment, including set-up.
Proficient in the use of a personal computer and familiarity with software applications related to the work (i.e., Outlook, Word, Excel, PowerPoint, etc.).
Must acquire knowledge of the TTC’s Learning Management System and Crystal Reports.
Excellent keyboarding, and oral and written communication skills.
Good organizational skills and the ability to prioritize and handle a high-volume workload.
Must be detail-oriented with accurate data entry skills.
Must possess good interpersonal skills; good oral and written communication skills as well as proven customer service skills.
Familiarity with PPIN and Learning Management Systems would be an asset.