Program Support Specialist - SEMO RISE

Position Summary The Program Support Specialist provides administrative, operational, and coordination support for the SEMO RISE program. This position helps ensure efficient program operations through participant enrollment support, documentation management, scheduling, recordkeeping, communication, and coordination of program activities. The Program Support Specialist works closely with the SEMO RISE Project Manager, Case Manager, Employment Navigator, Outreach & Engagement Specialist, and Data & Performance Specialist to maintain organized program processes and support timely, accurate completion of administrative and grant-related requirements. SEMO RISE (Regional Industry Skills and Employment) focuses on expanding access to workforce training and employment opportunities in skilled trades and construction, information technology, and commercial drone technology. The Program Support Specialist helps support these efforts by maintaining reliable administrative systems, assisting participants as they navigate enrollment and program activities, and ensuring program documentation is organized, accessible to authorized personnel, and maintained in accordance with organizational and grant requirements. Geographic Service Area SEMO RISE serves 14 counties in Southeast Missouri: Cape Girardeau, Perry, Bollinger, Scott, Mississippi, New Madrid, Pemiscot, Dunklin, Wayne, Stoddard, Ste. Genevieve, St. Francois, Madison, and Butler. The Program Support Specialist may be required to travel within the service area to assist with program events, participant activities, partner meetings, and other operational needs. Essential Duties and Responsibilities Participant Enrollment and Intake Support Assist with participant enrollment and intake processes, including distributing forms, collecting required documentation, and helping participants understand administrative requirements. Review enrollment packets for completeness and follow up with participants regarding missing or incomplete information. Maintain organized participant files and ensure required forms and supporting documentation are collected and stored according to program procedures. Coordinate enrollment appointments, orientations, assessments, and other participant activities. Route eligibility questions and program participation decisions to the appropriate SEMO RISE staff member. Provide professional, courteous communication to participants and assist with general questions about enrollment procedures and program logistics. Coordinate with the Outreach & Engagement Specialist, Case Manager, and Employment Navigator to support a smooth transition from outreach and enrollment into program services. 2. Documentation and Records Management Maintain accurate, organized, and up-to-date electronic and paper records, as applicable, for program participants, activities, partners, and administrative operations. Organize participant forms, attendance records, training documentation, consent forms, referrals, and other required program materials. Monitor documentation for completeness and communicate outstanding requirements to the appropriate staff members. Assist with preparing files and documentation for internal reviews, monitoring visits, audits, and grant compliance reviews. Follow CPSEMO policies regarding confidentiality, records retention, data security, and access to sensitive information. Ensure records are shared only with authorized personnel and handled in accordance with applicable privacy requirements. 3. Scheduling and Program Coordination Coordinate appointments, meetings, orientations, workshops, training activities, employer engagement events, and other program-related activities. Maintain calendars and communicate schedule changes to participants, staff, employers, training providers, and community partners as appropriate. Assist with coordinating meeting spaces, materials, sign-in sheets, technology, and other logistical needs. Prepare agendas, meeting materials, attendance documentation, and follow-up communications as requested. Support coordination between SEMO RISE staff to ensure participant appointments and program activities are scheduled efficiently. Track upcoming deadlines, required activities, and outstanding administrative tasks. Assist with arranging travel, event logistics, and other operational details as needed. 4. Program Operations and Administrative Support Provide day-to-day administrative support to the SEMO RISE Project Manager and program team. Maintain program supply inventories and assist with ordering or replenishing supplies in accordance with organizational procedures. Assist with processing routine administrative paperwork and routing invoices, purchase requests, or expense documentation to authorized personnel. Support the preparation and coordination of program events, workshops, participant orientations, and partner meetings. Maintain organized electronic files, shared folders, and administrative tracking tools. Identify opportunities to improve administrative workflows, scheduling procedures, and documentation systems. Assist with other operational duties necessary to support program implementation and organizational efficiency. 5. Data Entry and Reporting Support Enter and update participant information, enrollment status, attendance, service activity records, and other required information in designated systems. Assist with tracking enrollment progress, participant participation, scheduled activities, and outstanding documentation. Review administrative records for obvious errors, missing information, or inconsistencies and notify the appropriate staff member for correction. Collaborate with the Data & Performance Specialist to support accurate data collection, documentation, and reporting. Compile routine administrative information and assist with preparing program activity summaries and reports. Maintain tracking logs and administrative calendars to help the team meet reporting deadlines and grant requirements. Follow established procedures for handling confidential participant information and maintaining data integrity. 6. Communication and Participant Support Serve as an administrative point of contact for routine participant inquiries, program scheduling, documentation requirements, and general program information. Respond to telephone calls, emails, and other communications professionally and in a timely manner. Direct complex program, eligibility, employment, or supportive-service questions to the appropriate SEMO RISE team member. Send reminders regarding appointments, orientations, documentation deadlines, workshops, and other program activities. Assist with distributing program announcements, informational materials, and participant communications. Help ensure participants receive clear, consistent information about program processes and next steps. 7. Grant Compliance and Quality Assurance Support Assist with maintaining documentation required by the SEMO RISE grant, organizational policies, and applicable program procedures. Support the development and maintenance of checklists, forms, tracking logs, and administrative procedures that promote consistent program operations. Help prepare documentation for grant monitoring, compliance reviews, and internal quality assurance activities. Track administrative deadlines and notify the Project Manager of upcoming requirements or outstanding items. Follow established procedures for purchasing, expense documentation, participant files, and other administrative processes. Perform other duties as assigned in support of SEMO RISE program goals and grant requirements. Required Qualifications High school diploma or equivalent. Experience in administrative support, office coordination, records management, customer service, program support, or a related field. Strong organizational skills and attention to detail. Ability to maintain accurate records and manage multiple tasks and deadlines. Proficiency with common office software, including email, word processing, spreadsheets, calendars, and electronic file management. Strong written and verbal communication skills. Ability to handle confidential information professionally and appropriately. Ability to work independently and collaboratively in a team environment. Ability to communicate effectively with participants, staff, employers, and community partners from diverse backgrounds. Preferred Qualifications Associate degree or additional training in business administration, office management, human services, or a related field. Two or more years of experience in administrative support, program coordination, workforce development, or grant-funded programming. Experience maintaining participant files, enrollment records, or other documentation subject to compliance requirements. Familiarity with electronic databases, case management systems, customer relationship management systems, or program tracking tools. Experience supporting scheduling, event coordination, data entry, and reporting processes. Familiarity with workforce development programs, employment services, training programs, or community-based organizations. Knowledge, Skills, and Abilities Strong administrative organization and document management skills. Attention to detail and commitment to accurate, timely recordkeeping. Ability to prioritize competing tasks and meet established deadlines. Professional communication and customer service skills. Ability to learn new software, databases, and administrative systems. Ability to identify missing documentation and follow established procedures for resolving discrepancies. Sound judgment when handling confidential or sensitive information. Ability to work effectively with a multidisciplinary program team. Commitment to supporting equitable access to workforce training, employment, and career development opportunities. Equal Employment Opportunity Community Partnership of Southeast Missouri is an equal opportunity employer. Employment decisions are made without regard to legally protected characteristics in accordance with applicable federal, state, and local laws. Disclaimer This job description describes the general nature and level of work expected of the Program Support Specialist. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Responsibilities may be modified as necessary to meet program needs, grant requirements, and organizational priorities.