XTN-BF2F767 | OPERATIONS SUPPORT

Desired Knowledge and Skills:

• Familiar with Zoom and able to assist users with technical issues related to the tool.
• Familiar with LMS administration activities - session creation, roster closure, enrollment mgmt.
• Willingness to be on-air with participants and assist the facilitator in managing the session.

Job Duties & Responsibilities:

Instructor Led (In Person/Virtual)

• Scheduling - Build quarterly schedule and review with Okta Business College. Secure a venue if in person.
• Session setup in Cornerstone as well as update as session changes and cancels.
• Session Management (In Person/Virtual) - All courses will have a course contract (procedure) that will define the steps needed for that specific course.
• Manage Enrollments (including waitlist) and cancellations. May include messaging to participants regarding session coming up as well as project setup in vendor tools.
• Communication (Zoom link, venue address, trainer handoff, respond to session questions, session changes)
• Send OktaU calendar meeting invites to participants ensuring the correct Zoom link.
• Adjust enrollments as needed (add, remove participants)
• Close roster once attendance confirmed
• Post Course Email to participants

In Person Session Management

• Venue coordination - ensure classroom set up per course contract. Complete Workplace Event forms as needed
• Send rosters to instructor
• Manage catering
• Manage shipment of materials if needed and track classroom supplies, Post-its, flip charts, markers, name tents, etc.

Virtual Session Production

• Manage Zoom link
• Arrive early and greet participants
• Pull rosters and share with facilitator
• Take attendance via Zoom participant list
• Assist participants with technical issues (basic troubleshooting of Zoom issues - link access problems, breakout room issues etc.)
• Introduce facilitator
• Monitor chat/Q&A and ensure questions are addressed either live or in chat/Q&A.
• Assist with activities and breakout sessions
• Post participant completions in Cornerstone post session (Close class roster)
• Send follow up emails per the course contract.