Intake Coordinator

SUMMARY

The Workforce Development Intake Coordinator will manage applicant screening, intake and enrollment for Civic Works’ workforce development programs, including the Center for Sustainable Careers (CSC) and YouthBuild. They will be responsible for streamlining intake processes across the programs. They will support referral partnership building with community organizations, as well as manage systems for applicant engagement activities, in-person, by phone, and online. They strengthen processes for applicant intake and enrollment decision making. They will also conduct initial intake interviews, begin the screening process, recommend potential candidates for enrollment, and facilitate the process across staff for making final enrollment decisions. The position is responsible for implementing intake processes that advance the mission by expanding program access, selecting applicants who will be successful in the program and target industries, supporting the conversion of good match applicants to enrollment, and ensuring enrolled applicants meet eligibility requirements.

PRIMARY RESPONSIBILITIES

I. Intake and Screening

1. Coordinate applicant intake, screening and selection processes across the workforce development programs.
2. Screen applicants by reviewing applications, scheduling and conducting initial interviews, and collecting appropriate documentation.
3. Administer skills tests to assess applicant skills and their match for a training track. 
4. Facilitate applicant drug screens, ensuring adherence to program procedures and communicating results to applicants.
5. Assist with the planning and facilitation of regular in-person information sessions to educate potential applicants about the available training offerings, eligibility, and the application process.
6. Coordinate a screening process that selects applicants who will be successful in the program and target industries.
7. Review Applicants for relevant grants, ensure that applicants meet the eligibility requirements, and collect eligibility documents.
8. Consistently engage and communicate with applicants to facilitate their progression through each stage of the application process, and support the conversion of good match applicants to enrollment.
9. Educate applicants about all available training opportunities.
10. Communicate regularly with applicants, and proactively manage expectations.
11. Expand access to the program by supporting applicants in meeting program requirements prior to enrollment.
12. Regularly enter applicant data and maintain up-to-date statuses in the Salesforce database, including all communications and correspondence with each program participant.

II. Partnership Building and Outreach

1. Develop and strengthen new and long-term referral partnerships.
2. Processes recruitment referrals from partner organizations.
3. Track referrals and report on the status of referrals to case managers and other organizations.
4. Represent Civic Works in outreach and recruitment activities, as needed

III. Enrollment

1. Facilitate participants’ transition from intake and enrollment to classroom training.
2. Coordinate with staff to recommend applicants for enrollment, support final selection processes, and confirm accepted applicants for new cohorts.
3. Co-facilitate cohort orientations with relevant staff.   
4. Brief relevant staff on incoming participants to transition new cohorts effectively.

SECONDARY RESPONSIBILITIES 

1. Create and submit recruitment reports as needed. 
2. Participate in staff and team meetings. 
3. Work with the CSC Training Team as needed to ensure program efficiency and flow. 

EDUCATION AND EXPERIENCE

• Relevant experience, including recruitment, sales, intake, project management, and workforce development. 
• Experience conducting interviews and facilitating client engagement.
• Must have strong proficiency with Microsoft Office, Google Suite, data tracking systems and other computer programs.

SKILLS AND ABILITIES

• Highly organized, detail-oriented, and able to manage multiple projects simultaneously.
• Ability to work independently under pressure and tight deadlines. 
• Excellent verbal communication skills, interpersonal relations skills, and writing skills.
• Exceptional personal responsibility for meeting goals and a track record of success.
• Ability to recognize problems, develop innovative solutions and implement them.
• Able to take into account various perspectives, and bridge gaps between staff in making enrollment decisions.
• Ability to adhere to a strict guideline of keeping and maintaining confidential information. 
• Ability to prepare and submit accurate and reliable reports. 
• Adept at networking and cultivating lasting relationships with partners and community members.
• Reliable personal transportation for conducting recruitment activities and meeting with partners offsite.
• Able to build supporting relationships with program participants.
• Valid driver’s license required; must be able to drive to offsite locations for applicant screening and informational presentations.

Work Environment & Schedule:

• Work schedule is typically Monday through Friday. Local travel to facilitate offsite skills tests, meet with partners, and conduct recruitment activities.
• Hybrid position potential: The position may be eligible to work from home up to one day per week, and would work at least four days per week from Civic Works’ office in Baltimore City. During the 90-day orientation period, the schedule will include additional in-office days, and may not be eligible for remote work. This arrangement is subject to change based on organizational needs and may be adjusted to include more in-office time.