[Hiring] Training & Program Operations Specialist @Virtual Peace of Mind

Role Description

Virtual Peace of Mind is seeking a highly organized, execution-focused Training & Program Operations Specialist to support the development, implementation, and management of training and workforce development initiatives, with a primary focus on apprenticeship programs. This role is responsible for building and maintaining training systems, coordinating program documentation, supporting workforce development efforts, and executing key operational projects. The position will also provide support on strategic organizational initiatives, including training materials, program expansion, and special projects aligned with organizational growth. This is a part-time, remote position requiring 20–25 hours per week. The role requires consistent availability during designated core business hours to support collaboration, email communication in real-time within 1-2 hours, and execution. Specific working hours will be agreed upon at hire and must be maintained consistently.

Responsibilities

• Primary Responsibilities (80% – Apprenticeship & Training-Funded Work)
  • Develop and organize training curricula for apprenticeship programs
  • Structure and document training pathways, competencies, and learning objectives
  • Build training materials including guides, manuals, and program documentation
  • Translate program concepts into structured, scalable training systems
  • Coordinate apprenticeship program documentation and compliance requirements
  • Maintain training records, logs, and required reporting components
  • Support onboarding structure for apprentices from a training perspective
  • Collaborate with HR to align training with hiring and onboarding processes
  • Research and source Continuing Education Units (CEUs) aligned with program needs
  • Identify and manage training platforms, tools, and external learning resources
  • Maintain organized tracking of CEU usage and requirements
  • Develop SOPs related to training and program implementation
  • Ensure all training processes are documented, structured, and repeatable
  • Maintain centralized organization of all training and program materials
• Secondary Responsibilities (20% – Strategic & Executive Support)
  • Develop PowerPoints, training presentations, and internal materials
  • Support development of new program initiatives (e.g., transition programs)
  • Assist with grant support activities, including research and document preparation
  • Execute special projects that support organizational growth and efficiency
  • Provide operational support to leadership in building scalable systems
  • Executive calendar management
  • Email triage
  • Follow-up coordination
  • Meeting coordination

Qualifications

• Strong organizational and execution skills
• Experience in program coordination, training development, or operations preferred
• Ability to take direction and independently build structured outputs
• Strong writing and documentation skills
• Comfortable working in a fast-paced, growth-oriented environment
• High level of initiative and problem-solving ability
• Operate with minimal supervision
• Anticipation of needs proactively (upcoming task, potential gaps, operational inefficiencies) before direction is provided
• Take initiative to resolve issues without direction

Requirements

• Respond to all assigned tasks, messages, and requests within 24 hours
• Maintain real-time organization of all training and program documents
• Complete assigned deliverables (SOPs, materials, research) by end-of-day deadlines
• Track and update apprenticeship-related documentation daily (100% accuracy)
• Maintain a prioritized task list aligned with leadership directives

Benefits

• Health, Dental & Vision: Company-sponsored plans available, with an employer contribution for eligible full-time employees.
• Quick Benefits Start: Benefits eligibility begins after 30 days, with coverage effective the first of the month following Day 30.
• Paid Time Off: Full-time employees accrue 10 days (80 hours) annually starting on Day 31 to support rest, personal needs, and wellness.
• Flexible Holidays: No fixed holiday calendar—team members are empowered to plan schedules and observe holidays meaningful to them.
• Eligibility: Benefits are available to full-time employees (25+ client-facing hours/week). Part-time employees (15–24 client-facing hours/week) may be able to enroll at their own cost, depending on plan design.