Program Support Specialist

About the Job:

This position serves as a Program Support Specialist with the Indiana Office of Court Services Education Division, supporting the work of the judicial education, court personnel, and community supervision teams, which includes the division’s continuing education, professional development, certification programs and associated credentialing. In addition, this position serves as an event registrar and assists with preparation and logistics for meetings and events hosted by the Office of Court Services. This position also provides general office wide support including serving as a receptionist, screening incoming telephone calls, voicemails, emails, processing incoming/outgoing mail, and restocking common supplies. 

A Day in the Life:

•    Oversee event registration process, create registration materials, track reservations and cancellations, photocopy conference materials, and administer pre- and post-conference follow-up activities. 
•    Create registration, evaluation, attendance credit or survey forms using online forms, track, aggregate, and report responses to appropriate staff, committees, and the Indiana Office Admissions and Continuing Education. 
•    Manage, coordinate, implement day-of registration process and communicates conference registration information to other team members and outside stakeholders. 
•    Support the professional development accreditation certificates issued by the Division including probation officer certification and risk assessment tool accreditation. 
•    Screen calls and emails and respond to correspondence as appropriate relative to conferences, workshops, training programs and the professional accreditation certificates administered by the Division. 
•    Draft documents, letters, reports, certificates, and signage related to training events and professional development accreditation. 
•    Create and complete requests for expenses and purchase order requests related to training, like speaker fees, travel vouchers, and travel reimbursement. 
•    Serve as point of contact for reviewing invoices and processing invoices for payment. 
•    Maintain training records for education programs initiated or contracted by the Division. 
•    Extract and process reports from the Division’s learning management software (LMS) platform, the Indiana Judicial Branch Education Network to track training and report continuing education credit. 
•    Provide support to professional development scholarship program including processing scholarship requests and processing expense forms for payment. 
•    Provide administrative support to the Education Division including tasks related to organization, coordination and communication that require accuracy, timeliness, and high-quality work product. 
•    Provide staff support for committee meeting set-up, materials, minutes, operating technology and across the agency to fulfill department or agency missions. 
•    Travel to conferences within the State of Indiana. 
•    Serve as telephone point of contact for Division and Office telephone operator for incoming calls.
•    Process Division out-going mail and distribute in-coming mail.
•    Stock office supplies as necessary.
•    Additional duties as assigned. 

What You'll Need for Success:

Integrity
•    Exercise discretion in handling confidential information and materials
•    Maintain personal and business affairs in a manner that ensures public confidence in the integrity, competence, impartiality, and independence of the judiciary as well as avoid situations that could lead to conflict, or the appearance of conflict

Professionalism
•    Interact with all persons in a respectful manner, maintain business-like appearance, and promote harmony in the workplace
•    Interact with executive branch agencies, federal agencies, and judicial officers in a manner that promotes confidence and respect in the Office of Judicial Administration

Customer Service
•    Act as a liaison when interacting with management, staff, internal and external stakeholders to provide program specific information, answer questions, and address issues and concerns
•    Successfully diffuse elevated conversations with an intent for resolution

Communication
•    Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times
•    Communicating effectively in writing as appropriate for the needs of the audience

Organization
•    Manage assignments to ensure all tasks are completed within deadlines 
•    Effectively manage time and prioritization of tasks and projects
•    Prepare and maintain complex and confidential records in an automated system to work on numerous tasks 

Attention to Detail
•    Research, coordinate, and track work in a proficient manner to ensure accuracy 

Problem Solving
•    Identify problems and review related information to develop and implement solutions
•    Use deductive reasoning skills to meet several complimentary goals

Technology and Tool Usage
•    Learn and adapt to new technologies within the Microsoft Suite as well as Supreme Court systems