Job Details

Job Description
Job Title: Intake Coordinator

Department: Adult Workforce Development

Program: Franklin County Trades Academy

Reports to: Associate Vice President

Position Supervised: None

Employment Class: Full-Time/Regular/Exempt

Workdays: Monday - Friday

Customary Hours: 8:30 to 5:00 (*hours can vary based on programming needs)

Position Summary:

The Intake Coordinator is a vital member of the Workforce Development Department, responsible for managing the intake process for job seekers and ensuring a seamless experience as they access services and programs. This role involves collaborating with various stakeholders, maintaining accurate records, and providing exceptional customer service to participants. The Intake Coordinator will play a key role in facilitating the connection between participants and available resources, ultimately supporting their journey toward employment.

Duties & Responsibilities:

Program Support:

• Respond to inquiries via phone, email, and walk-ins, providing detailed information about the program.
• Process applications, conduct initial screenings, and ensure documentation is complete.
• Schedule group and individual interviews in collaboration with case managers and program managers.
• Assist in recruitment efforts by managing participant outreach and scheduling attendance at recruitment events.

Coordination & Administration:

• Maintain up-to-date participant information in tracking systems.
• Support the logistical needs of Explain/Explore Workshops hosted by employer partners.
• Organize onboarding sessions, including distributing materials and collecting required documents.

Event & Workshop Coordination:

• Organize and support trainings, workshops, and events, including scheduling, material preparation, and participant logistics.

Data & Documentation Management:

• Maintain accurate records, track program outcomes, and ensure compliance with reporting requirements for internal and external stakeholders.

Compliance:

• Ensure documentation and participant records are audit-ready.
• Submit weekly reports detailing application statuses, interview schedules, and onboarding metrics.

Other duties as assigned.

Experience and Skills
Education and Experience:

Education:

• Bachelor's or associate degree in human services, business or related field required; or equivalent experience.
• Willingness and ability to obtain other certifications as necessary.

Experience:

• Two to three years of experience in coordinating programs and activities.
• Prior experience working in a nonprofit, social services, education, or workforce development organization.
• Experience organizing trainings, workshops, and special events, including handling logistics and registration.
• Previous experience facilitating effective communication between internal teams, community partners, and program participants.

Required Skills and Abilities:

Communication Skills:

• Ability to read, write, and speak English proficiently
• Effective and professional verbal and written communication skills
• Strong interpersonal and customer service skills
• Ability to work with individuals from all backgrounds with varying needs

Technology and Compliance:

• Proficiency with Microsoft 365 (MS Suite, Teams, OneDrive, SharePoint, etc.)
• Commitment to compliance and ethical standards
• Experience with videoconferencing systems (e.g., Webex, Zoom, Teams, etc.)

Time Management and Organization:

• Ensures accuracy, efficiency, and consistency across all tasks
• Works independently with the ability to handle multiple tasks
• Manages workload effectively and delivers results in a timely manner

Work Environment:

• While performing the duties of this job, the employee is regularly required to talk, hear, and see.
• The employee must occasionally lift and/or move up to 50 pounds.
• The noise level in the work environment is usually moderate to low.
• The employee is required to occasionally travel to different work sites and community events as needed.
• Professional business attire and appearance required.