Intake Specialist (IDPL) - Adult Educ-ESL

Institute For Latino Progress•Chicago, IL

About The Position

Under the supervision of the ESL Literacy and Citizenship Coordinator, the Intake Specialist provides administrative and program support for the Adult Education Literacy program. The role assists with student intake, registration, testing, data entry, and providing program information to students and community members. It maintains accurate paper and electronic student and volunteer-tutor records, assists with assigned volunteer-tutor onboarding activities, and provides general administrative support needed for effective program operations. The position works with staff, instructors, volunteer tutors, students, and partner organizations. Most work takes place in an office and at community venues such as churches and schools. Weekend work is required, and extended or other non-traditional hours may be needed. The role also requires attendance at organization-sponsored events, meetings, trainings, and professional development.

Requirements

High school diploma or equivalent.
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 skills.
Ability to maintain composure under pressure.
Dependability and punctuality.
Professional courtesy when dealing with program participants, colleagues, team members, and the public.
Enthusiasm for assisting students, tutors, and community members.
Proficiency with Microsoft Office, electronic filing systems, databases, spreadsheets, email, and internet-based applications.
Availability to work weekends; extended or non-traditional hours may be required.

Nice To Haves

Some college education preferred.
Two years of previous experience in a citizenship, adult education, or nonprofit setting is ideal.
Bilingual in Spanish and English preferred.

Responsibilities

Greet students, volunteer tutors, and community members 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 appointments for student intake, registration, testing, enrollment, and follow-up.
Provide 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 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, preparing and collecting forms, communicating requirements and next steps, and tracking completion of assigned requirements.
Process 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 missing, incomplete, expired, or outdated documentation; follow up on missing items as assigned and communicate unresolved discrepancies to the supervisor.
Scan, name, upload, copy, label, organize, and file documents according to program procedures.
Follow program, organizational, and funder requirements for records, documentation, and file maintenance.
Safeguard confidential student, volunteer-tutor, and program information and follow confidentiality requirements.
Prepare and organize materials for classes, orientations, registrations, volunteer activities, meetings, and program events as needed.
Complete administrative, data-entry, filing, and documentation tasks accurately and within established timelines.
Work collaboratively with staff, instructors, volunteer tutors, students, other IDPL departments, and partner organizations.
Participate in required meetings, trainings, and professional development.
Perform other duties as assigned.