Program Assistant - Recruitment & Enrollment

Research Foundation of The City University of New York•New York, NY

15h•Onsite

About The Position

The Program Assistant – MI Connect Recruitment & Enrollment provides operational, administrative, and learner-support coordination for MI Connect, a continuing professional learning program serving staff of New York City’s Administration for Children’s Services (ACS) and external agency partners. Reporting to the Program Manager of Recruitment & Enrollment Management, the role supports quarterly program delivery, including learner recruitment, prerequisite registration, communications, eligibility tracking, Lyssn MI Skills Check readiness, MI Group Practice recruitment, and follow-up. The position maintains learner records and outreach lists, coordinates communications, monitors learner progress, documents workflows, responds to and triages inquiries, and escalates issues requiring programmatic, technical, or supervisory action. It works with program staff, LMS and reporting teams, developers, agency contacts, supervisors, and learners. The assistant also provides backup for Prevention Onboarding, Foster Care onboarding, and other workforce recruitment and enrollment activities during busy periods and staff absences.

Requirements

Associate's degree.
At least two years of full-time experience working in a professional environment.
Demonstrated experience using computerized data management systems.
Experience with data entry and generating reports.
Strong attention to detail.
Candidates must be authorized to work in the United States on a continuous basis; sponsorship is not available.

Nice To Haves

Bachelor's degree.
Experience supporting learning programs, workforce development, onboarding, recruitment, or professional-development initiatives.
Experience using Cornerstone Learning Management System or another learning management system.
Familiarity with learner enrollment, course registration, completion tracking, roster management, and learner communications.
Experience with reporting tools, eligibility lists, data-cleaning processes, or operational dashboards.
Experience using shared inboxes, customer-service ticketing systems, communication trackers, or issue logs.
Knowledge of government operations, child welfare, human services, or public-sector training programs.
Experience supporting multi-agency or multi-stakeholder initiatives.
Familiarity with SCORM-based online learning, online assessment platforms, or learning-technology workflows.

Responsibilities

Support the planning, preparation, and execution of quarterly MI Connect learning cycles.
Maintain the master calendar for program launches, prerequisite recruitment, registration periods, reminders, Lyssn MI Skills Check deadlines, MI Group Practice sessions, and follow-up.
Prepare and maintain tracking tools, communication schedules, learner-support materials, outreach lists, and status reports.
Help ensure communications with learners, supervisors, and agencies are timely, accurate, and consistent with current requirements.
Maintain program timelines, requirements, learner statuses, pending actions, and operational decisions as a reliable source of information.
Document standard operating procedures, recurring workflows, program requirement changes, and manual workarounds.
Recruit eligible ACS and external-agency learners for prerequisite training, MI Skills Check activities, MI Group Practice sessions, and related offerings.
Prepare and organize outreach lists using eligibility criteria, learner progress, registration information, and completion reports.
Prepare recruitment emails, registration and coursework reminders, completion follow-up, and next-step communications.
Coordinate outreach by preparing email batches, maintaining call lists and follow-up logs, and identifying learners or agencies needing additional outreach.
Contact learners, supervisors, approvers, and agency contacts as needed, including when participants are unresponsive or need help with program requirements.
Respond to inquiries about course availability, registration, prerequisites, timelines, access instructions, and program expectations.
Assist learners with course selection, registration, access questions, and logistics, providing customer service throughout the learning experience.
Review and maintain registration information to ensure learner data is complete, accurate, and documented.
Prepare and distribute Lyssn Skills Check communications covering access, login instructions, technical readiness, deadlines, preparation, and MI Group Practice requirements.
Monitor available Skills Check completion information and organize reminder outreach for learners who have not completed it on time.
Coordinate manual follow-up after Skills Check completion and preparation for MI Group Practice registration when automation is unavailable.
Prepare Skills Check completion and eligibility lists and track MI Group Practice outreach, registration, attendance, follow-up, and completion.
Identify learners with incomplete requirements and escalate unresolved issues to the appropriate Program Coordinator or Program Manager.
Maintain accurate tracking of recruitment, registration, prerequisite completion, Skills Check activity, Group Practice participation, outreach, learner responses, and pending follow-up.
Update learner notes, issue logs, outreach records, and agency-contact information in designated systems and tools.
Support LMS and Reporting Teams by compiling lists, validating learner information, identifying data discrepancies, and documenting exceptions or operational issues.
Assist with LMS roster updates and learner-group maintenance in accordance with established processes and data-quality standards.
Maintain recruitment logs of learner concerns, agency barriers, unresolved questions, technical-access issues, and escalation status.
Contribute to quality assurance and tools measuring the efficiency, timeliness, and effectiveness of recruitment, enrollment, and follow-up.
Identify trends, recurring barriers, unresponsive agencies, incomplete prerequisites, and process-improvement opportunities.
Coordinate with program staff, LMS staff, reporting staff, developers, and other stakeholders to clarify operational requirements before technical, reporting, or configuration work begins.
Monitor and triage shared-mailbox inquiries, routing, documenting, resolving, or escalating them in a timely manner.
Maintain and update email templates, learner-facing guidance, internal process documents, and frequently asked questions as requirements change.
Build working relationships with ACS divisions, external agencies, supervisors, approvers, and provider contacts.
Provide backup coverage for Prevention Onboarding, Foster Care onboarding, and other recruitment and enrollment functions during peak periods, staff absences, and high-volume outreach cycles.
Perform other related duties and special projects as assigned.