Learning Systems Coordinator

SUMMARY:
The Learning Systems Administrator is responsible for the organization's end-to-end learning ecosystem: administration, optimization, and continuous improvement. This role serves as the primary owner of learning systems, including the Knowledgebase/Learning Management System (KB/LMS), SharePoint for department, and related platforms, ensuring they effectively support training delivery, knowledge management, and business operations. This position combines technical system administration, data analysis, process design, and cross-functional collaboration to drive adoption, improve the learner experience, and maximize the organization’s investment in learning technologies. The Learning Systems Administrator partners closely with Learning & Development, HR, IT, Operations Training teams, and business stakeholders to align systems, content, and workflows with organizational needs.
This role plays a critical part in:

• Improving workforce readiness and training effectiveness
• Increasing adoption and value of learning technologies
• Streamlining operational and compliance-related training processes
• Enhancing the accessibility and usability of organizational knowledge

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Own, administer, configure, and optimize the organization’s learning systems ecosystem, ensuring reliable operation, performance, and user experience.
• Serve as the subject matter expert for our learning ecosystem, providing guidance, evaluating new technologies/tools, and contributing to the evolution of the learning technology roadmap.
• Analyze system usage, training data, and performance metrics to generate insights and drive adoption, utilization, engagement, and continuous improvement of learning systems.
• Design, manage, and optimize system functionality, integrations, automation (including workflows, enrollments, reporting, and tracking), and business processes across learning systems to support job-based training and compliance requirements.
• Optimize the digital learning experience by ensuring intuitive navigation, content discoverability, consistent usability, and timely resolution of system issues through end-user support and troubleshooting.
• Establish and maintain governance standards across learning systems, including data integrity, security, privacy, compliance tracking, certification management, and system structure (naming conventions, roles, and metadata).
• Coordinate system updates, enhancements, and releases, including testing and quality assurance to ensure reliable functionality and a consistent user experience.
• Develop documentation, job aids, and training materials, and enable internal users and administrators to effectively utilize learning systems and tools.
• Oversee and optimize learning-related file management systems, including SharePoint and network drives, to ensure scalable content organization and cross-team access.
• Drive adoption and utilization of learning systems and content, identifying gaps, promoting available resources, and partnering with stakeholders to increase engagement.
• Manage relationships with external vendors and learning technology providers, including KB/LMS platforms and third-party content partners.
• Curate, manage, and govern third-party and internal learning content, including overseeing the full content lifecycle (intake, review, updates, archiving, and retirement).
• Administer client-specific training portals, including user management, reporting, and compliance tracking, ensuring alignment with client requirements.
• Lead change management efforts for new systems, enhancements, and process changes, including communication, rollout, and adoption strategies.
• Ensure branding integrity is upheld.
• Exemplifies the desired culture and philosophies of the organization
• Other duties as assigned

SUPERVISORY RESPONSIBILITIES:
This position has no supervisory responsibilities.

COMPETENCY:
To perform the job successfully, an individual should demonstrate the following competencies:

• Problem Solving - Identifies and resolves problems promptly; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem-solving situations; Uses reason even when dealing with emotional topics.
• Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.
• Analytical – Collects and researched data; Uses intuition and experience to complement data; Designs work flows and procedures; Synthesizes complex or diverse information; Uses intuition and experience to complement data.
• Planning/Organizing - Prioritizes and plans work activities; uses time efficiently; plans for additional resources; develops realistic action plans; sets goals and objectives; organizes or schedules tasks for others.
• Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to build knowledge and skills continuously; Shares expertise with others.
• Project Management - Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities.
• Business Acumen - Understands business implications of decisions; Displays orientation to profitability; Demonstrates knowledge of market and competition; Aligns work with strategic goals.
• Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
• Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
• Strategic Thinking - develops strategies to achieve organizational goals; understands organization's strengths & weaknesses. Displays willingness to make decisions; exhibits sound and accurate judgment; Adapts strategy to changing conditions; supports and explains reasoning for decisions; makes timely decisions.
• Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events; adapts to new product introduction, emergent business needs, and business evolution. Dependability - follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan. Goal and detail-oriented.
• Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
• Oral Communication - speaks very clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in various meetings.
• Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High school diploma or general education degree (GED);
• Two or more years of experience managing a learning management system or knowledge base;

LANGUAGE SKILLS:
Ability to effectively present information in one-on-one and small group situations, respond to questions from groups of managers, clients, customers, other employees of the organization, and the general public. Ability to speak effectively before groups of customers, employees, or organizations. Ability to read and interpret documents such as safety rules, operating policies, maintenance instructions, and procedure manuals.

MATHEMATICAL SKILLS:
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

REASONING ABILITY:
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to negotiate with vendors. Ability to communicate professionally with people at all levels of the organization and external contacts.

COMPUTER SKILLS:
To perform this job successfully, the Learning Systems Administrator should possess advanced skills in learning management systems and other learning technologies, along with intermediate skills in Microsoft Office software including Word, Excel, Outlook and PowerPoint and should have a working knowledge of internet programs.

CERTIFICATES, LICENSES, REGISTRATIONS:
Current/valid state driver’s license

PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is regularly required to talk or hear. The employee is frequently required to stand, walk, sit and use hands to finger, handle, or feel. The employee is occasionally required to reach with hands and arms; climb or balance, and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, the ability to adjust focus, and the ability to see and distinguish basic colors.

WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

OTHER TASKS:
This job description reflects management’s assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, genetic information, disability, status as a protected veteran, or any other protected category under applicable federal, state, and local laws.

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