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Form of workLead Intake Specialist (IDPL) - Career Pathways
COMPANY DESCRIPTION
Instituto del Progreso Latino is a community organization whose mission is to contribute to the fullest development of Latino(a) immigrants and their families through education, training and employment that fosters participation in the changing U.S. society while preserving cultural identity and dignity. Founded in 1977 to help Latino’s learn basic skills, pass the civil service exam and obtain higher paying post office jobs, Instituto has grown to a flourishing educational center serving over 14,000 Chicago families per year.
Instituto del Progreso Latino is a community organization whose mission is to contribute to the fullest development of Latino(a) immigrants and their families through education, training and employment that fosters participation in the changing U.S. society while preserving cultural identity and dignity. Founded in 1977 to help Latino’s learn basic skills, pass the civil service exam and obtain higher paying post office jobs, Instituto has grown to a flourishing educational center serving over 14,000 Chicago families per year.
POSITION DESCRIPTION
The Intake Coordinator is responsible for the timely and accurate completion of the intake process of potential applicants seeking admission to different programs available in the Career Pathways Department and the College of Nursing.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Administrative Support Responsibilities
The Intake Coordinator is responsible for the timely and accurate completion of the intake process of potential applicants seeking admission to different programs available in the Career Pathways Department and the College of Nursing.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Administrative Support Responsibilities
- Perform clerical duties including but not limited to photocopying, faxing, mailing, filing, and organizing and dating general correspondence.
- Ensure all program flyers are updated and readily accessible in the office and for all outreach events.
- Prepare routine and monthly programmatic reports, such as check requests, reimbursements, mileage, credit card and other reports.
- Ensure timely completion and submission of all forms and reports to the finance team.
- Conduct timely follow up upon submission of reports.
- Monitor and schedule appointments for the Dean of Career Pathways and Support Services.
- Maintain an accurate inventory of office supplies and submits all purchase orders for review prior to purchasing needed supplies.
Program Intake Responsibilities
- Receive potential applicants phone calls and provide accurate information on the admission criteria for the different programs available in the Career Pathways Department and the College of Nursing.
- Provide potential applicants with detailed information on the program’s weekly orientation and TABE Testing sessions.
- Meet with all program applicants after each orientation session to provide program applicants with the Career Pathway Intake packets and ensure all forms are completed accurately.
- Collect applicants’ legal documents and proof of income to ensure that all eligibility information is submitted to have a complete program file.
- Process all program applications and perform an income calculation to determine the applicants’ income eligibility to receive services from the Career Pathways department.
- Coordinate and facilitate the weekly TABE testing sessions for new applicants in the Career Pathways Department.
- Conduct follow-up phone calls to programs applicants to remind them of missing documentation for file completion.
- Maintain orientation and testing logs to follow up with all the applicants that did not complete the entire intake application process; make the necessary phone calls to invite applicants to complete the process.
- Generate weekly and monthly intake reports to track the intake applications completed.
- Meet with the Career Pathways Program Coordinator on a weekly basis to track the activity and flow of program applicants from orientation day until final program enrollment.
- Schedule applicants to meet with the career advancement coaches, the income supports specialists, financial coaches, and the employment specialist for an initial assessment.
- Main close communication with the Career Pathways staff members to ensure all program applicants are serviced on a timely manner; advise on the cases that need to be seen with priority.
- Assist with monthly internal & external reporting.
- Responsible for leading the intake daily activities and the part-time intake staff members.
- Assist in the facilitation of weekly Career Pathways Program orientations, as needed.
- Assist the program coordinator and the coaches in assessing files and updating information and documentation.
- Participate in outreach and recruitment activities after work or weekend hours, as needed.
- Performs other related duties as assigned.
QUALIFICATIONS, EXPERIENCE/EDUCATION
- High school diploma or equivalent.
- 2-3 years of experience performing clerical or administrative assistant duties.
- Ability to work a flexible schedule including mornings, evenings, and weekends as needed.
- Ability to maintain a high sense of confidentiality.
- Bilingual in English and Spanish needed.
- Culturally sensitive, with a demonstrated ability to work with people of different backgrounds.
- Able to maintain a positive and friendly attitude in a fast-paced environment.
- Ability to work well in a team, as well as independently, and with minimal supervision.
- Exceptional organization and time management skills.
- Strong telephone skills to offer exceptional customer service to all potential clients and employers.
- Ability to communicate effectively and possess excellent verbal and writing skills.
- Ability to maintain composure under pressure under all circumstances.
- Dependable and punctual.
- Ability to adhere to deadlines, react to unpredictable events quickly and efficiently.
- Excellent skills with Microsoft Office, Word, Excel, PowerPoint, and the Internet skills.
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 an ability to operate standard business office equipment. Requires ability to communicate and exchange information, collect, compile and prepare work documents, as well as set-up and maintain work files.
WORKING CONDITIONS
Majority of work performed in a general office environment. Position requires availability for extended hours plus non-traditional hours may be required to perform job duties. Also requires participation and attendance at organization sponsored events and meetings.
Instituto del Progresso Latino is an Equal Opportunity Employer
