Registrar/Training Operations Specialist

The Office of Acquisition Workforce (OAW) branch services the acquisition community with career management, workforce training, professional development, and strategic planning guidance through the Department’s Acquisition Workforce Strategic Human Capital Plan (AW Strategy). It is here where the Homeland Security Acquisition Institute (HSAI) lives. The office is responsible for DHS-owned course designs, development, and implementation (this also includes commercially curated curriculum that is delivered to the acquisition workforce). From 2019 all ILTs (Instructor-Led Trainings) are now delivered virtually and are no longer offered in-person at the HSAI training center or at DHS component-level locations across the country. In partnership with the Federal Acquisition Institute (FAI), Defense Acquisition University (DAU), and commercial partners, the OAW provides the workforce with career training, professional programs and communities in the following focal areas: Acquisition Program/Project Management, Contracting, Program Financial Management, Cost Estimating & Analysis, Life Cycle Logistics, Systems Engineering, Test & Evaluation, Technical Management, Ordering Official, and Contracting Officer’s Representative (COR) courses.

The Registrar / Training Operations Specialist plays a mission-critical role in supporting the DHS acquisition workforce by administering and maintaining training operations with Cornerstone OnDemand (CSOD). This Learning Management System (LMS) supports student registration, withdrawal, waitlisting, training history, and credential issuance for required acquisition coursework.

This role blends Registrar responsibilities with Course Administration and LMS operations, ensuring accurate student-facing communications, roster management and tracking, course curriculum archival procedures, and training data integrity across multiple training programs. The position also serves as backup technical support for MS Teams-hosted virtual instructor-led training (vILT) sessions.

The Registrar / Training Operations Specialist is responsible for executing high-volume, deadline-driven work with consistent first-pass accuracy, strong attention to detail, and full ownership of end-to-end workflows. The role requires the ability to prioritize competing demands, work independently without constant oversight, and proactively identify and resolve issues before they impact students or stakeholders.

The position supports the HSAI Training Operations Manager, Course Administrator, Technical Training Production Support, and Lead Registrar, and directly engages at times with DHS Career Managers, Component Points of Contacts (POCs), instructors, and students. Accuracy, professionalism, and follow-through are essential to ensuring smooth orchestration of training operations with minimal disruption to student learning, stakeholder coordination, and career manager workflows.

Responsibilities:

• We facilitate and oversee course administration taskings for over 900 students each month, supporting an average of 4,500 student registration and course administrative actions in CSOD or via email.
• Candidates must be proficient or willing to learn the following Cornerstone OnDemand (CSOD) functions, including student registration requests, student holds, waitlist inquiries, prerequisite requirements, roster reconciliation, and graduation completions using manual processes in tandem with BOT assistance designed for our operational environment. Additional responsibilities include course material distribution, processing completion data for retroactive courses in CSOD, records & retention procedures using SharePoint, and shared mailbox triage. 
• Be proficient or willing to learn back-end administration of CSOD, which many include creating or cancelling “Events” (e.g., event IDs, course descriptions) and “Sessions” (e.g., dates, times, seat quotes).
• Create and send mass “Login Information” and “Final Roster” communications to the Acquisition Workforce (AWF) in collaboration with the HSAI Training Operations Manager, Contracting Officer’s Representative (COR), and the HSAI contracting team using Microsoft Outlook Templates.
• Understand the basics of Microsoft Teams, as it is the office’s virtual classroom platform; supporting courses under the HSAI Instructional Technologist may be required.
• Have a working knowledge of Microsoft Teams, Outlook, Excel, Word, and SharePoint is essential to this role.

Requirements:

• U.S. Citizenship
• Bachelor’s Degree or Higher
• 2+ years in higher education, adult learning, course administration, or a closely related field.
• 2+ years using Cornerstone OnDemand (CSOD) as a back-end administrator or comparable LMS experience.
• Ability to obtain and maintain DHS Suitability
• Strong attention to detail and the ability to self-verify work prior to submission for review is required.
• Soft skills, including the ability to work independently, remain flexible, be resourceful, collaborate effectively, take initiative, and work exceptionally well with individuals at all career levels—including those who may be indecisive, former military, stoic, or minimally responsive via email.
• Working knowledge of SharePoint.
• Working knowledge of Microsoft Outlook templates and mass email distribution.
• Working knowledge of Microsoft Word and Excel.
• Basic working knowledge of Microsoft Teams.

Preferred:

• Familiarity with BOTs or automation tools is preferred.
• Experience supporting audit readiness and records management is a plus.