Intake Specialist (IDPL) - Adult Educ-ESL

Intake Specialist (IDPL) - Adult Education-ESL POSITION DESCRIPTION Under the supervision of the ESL Literacy and Citizenship Coordinator, the Intake Specialist provides administrative and program support for Adult Education Literacy program. The Intake Specialist assists with student intake, registration, testing, data entry, provides program information to students and members of the community, maintains accurate paper and electronic student and volunteer-tutor records, assists with assigned volunteer-tutor onboarding activities and provides general administrative support necessary for the effective operation of the program. ESSENTIAL DUTIES AND RESPONSIBILITIES Greet students, volunteer tutors, and members of the community and provide accurate program information in person, by telephone, and through electronic communication. Assist with student intake, registration, testing, enrollment, and related follow-up activities. Schedule students for appointments, registration, testing, enrollment, and related follow-up activities Provide students with required intake, registration and testing documents and review submitted documents for completeness and accuracy. Enter and update student demographic, enrollment, attendance, assessment, and other required program information in approved databases, spreadsheets, and state reporting systems. Maintain accurate and organized paper and electronic student records and files. Assist the ESL Literacy and Citizenship Coordinator with assigned administrative components of volunteer-tutor recruitment and onboarding, including scheduling appointments, preparing and collecting required forms and documentation, communicating onboarding requirements and next steps, and tracking completion of assigned requirements. Process diverse program documents, administrative forms, ICCB correspondence, and other funder and agency documents. Establish, organize, maintain, and update paper and electronic volunteer-tutor files. Review student and volunteer-tutor files for completeness and identify missing, incomplete, expired, or outdated documentation. Follow up on missing documentation as assigned and communicate unresolved items or discrepancies to the supervisor. Scan, name, upload, copy, label, organize, and file documents according to established program procedures. Comply with program, organizational, and funder requirements related to records, documentation, and file maintenance. Safeguard confidential student, volunteer-tutor, and program information and follow established confidentiality requirements. Assist with preparation and organization of materials for classes, orientations, registrations, volunteer activities, meetings, and program events as needed. Complete assigned administrative, data-entry, filing, and documentation tasks accurately and within established timelines. Work collaboratively and cooperatively with staff, instructors, volunteer tutors, students, and other IDPL departments and partner organizations. Participate in required meetings, trainings, and professional development. Other duties as assigned. QUALIFICATIONS High school diploma or equivalent; some college education preferred Two years of previous experience in a citizenship, adult education, or non-profit setting ideal Bilingual in Spanish and English preferred Excellent oral and written communication skills Ability to maintain a high sense of confidentiality Ability to work in a team Exceptional organization and time management skills Excellent customer service Ability to maintain composure under pressure Dependability and punctuality Exhibit professional courtesy in dealing with program participants, colleagues, team members, and the public Show enthusiasm to assist students, tutors and members of the community Proficiency with Microsoft Office, electronic filing systems, databases, spreadsheets, email, and internet-based applications The above is intended to describe the general conditions of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities and requirements. PHYSICAL DEMANDS Nature of work requires sitting and standing for long periods of time, speaking during presentations in front of groups, and operating standard business office equipment. Requires ability to communicate and exchange information, as well as collect, compile and prepare work documents. WORKING CONDITIONS Majority of work performed in an office environment and at community venues (churches, schools) held on weekends. Position requires availability for extended hours plus non-traditional hours may be required to perform job duties. Must be able to work weekends. Also requires participation and attendance at organization sponsored events and meetings. BENEFITS 403b retirement saving plan (if working more than 20 hours per week). PAID TIME OFF Paid Sick Leave Paid Leave Instituto del Progreso Latino is an Equal Opportunity Employer