Program Assistant - Recruitment & Enrollment

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

2d•$45,000 - $55,000•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 ACS staff and external agency partners. Reporting to the Program Manager of Recruitment & Enrollment Management, the role supports quarterly program delivery through learner recruitment, prerequisite registration, communications, eligibility tracking, Lyssn MI Skills Check readiness, MI Group Practice recruitment, and follow-up activities. The program requires coordination across agencies, learner populations, systems, and stakeholder groups. The Program Assistant maintains accurate learner records and outreach lists, coordinates communication schedules, monitors learner progress, documents workflows, triages inquiries, and escalates issues requiring programmatic, technical, or supervisory action. The position works closely with the Program Manager, Program Coordinators, LMS staff, the Reporting Team, developers, agency contacts, supervisors, and learners. It also provides flexible backup support for Prevention Onboarding, Foster Care onboarding, and other workforce recruitment and enrollment activities during high-volume periods, quarterly launches, and staff absences. The position is based at 110 William Street in Lower Manhattan, New York. Candidates must be authorized to work continuously in the United States; sponsorship is unavailable. The stated pay range is $45,000–$55,000.

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.
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.
Candidates must be authorized to work in the United States on a continuous basis; sponsorship is unavailable.

Nice To Haves

Bachelor's degree.
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 MI Connect master calendar for launches, recruitment, registration, reminders, Skills Check deadlines, Group Practice sessions, and follow-up activities.
Prepare and maintain tracking tools, communication schedules, learner-support materials, outreach lists, and status reports.
Coordinate timely and accurate communications with learners, supervisors, and agencies, aligned with current program requirements.
Maintain a central source of information for program timelines, requirements, learner status, pending actions, and operational decisions.
Document standard operating procedures, recurring workflows, program requirement changes, and manual workarounds.
Support recruitment of eligible ACS and external-agency learners for prerequisite training, MI Skills Check activities, MI Group Practice sessions, and related Workforce Institute offerings.
Prepare and organize learner and agency outreach lists using eligibility criteria, progress data, registration information, and completion reports.
Prepare and coordinate recruitment emails, reminders, follow-up communications, call lists, email batches, and outreach logs.
Contact learners, supervisors, approvers, and agency contacts when participants are unresponsive, incomplete, or need help with program requirements.
Respond to learner and stakeholder inquiries about courses, registration, prerequisites, timelines, access, and program expectations.
Assist learners with course selection, registration, access questions, and logistics, providing customer service throughout the learner experience.
Review and maintain registration information to ensure data is complete, accurate, and documented.
Prepare and distribute communications about Lyssn access, login instructions, technical readiness, deadlines, preparation, and required MI Group Practice participation.
Monitor available Skills Check completion information and organize reminders for learners who have not completed requirements 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 to support MI Group Practice recruitment.
Track MI Group Practice outreach, registration, attendance, follow-up needs, and completion status.
Identify learners with incomplete requirements and escalate unresolved issues to the appropriate Program Coordinator or Program Manager.
Maintain tracking files covering recruitment, registration, prerequisite completion, Skills Check activity, Group Practice participation, outreach, learner responses, and pending follow-up.
Update learner-status 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 discrepancies, and documenting exceptions or operational issues.
Assist with LMS roster updates and learner-group maintenance according to established processes and data-quality standards.
Maintain a recruitment log documenting learner concerns, agency barriers, unresolved questions, technical access issues, and escalation status.
Contribute to quality-assurance processes and tools that assess recruitment, enrollment, and learner follow-up.
Identify trends, recurring barriers, unresponsive agencies, incomplete prerequisites, and process-improvement opportunities.
Coordinate with Program Coordinators, the Program Manager, LMS staff, the Reporting Team, developers, and other stakeholders to clarify operational requirements before technical, reporting, or configuration work begins.
Monitor and triage shared mailboxes, routing, documenting, resolving, or escalating inquiries in a timely manner.
Maintain and update email templates, learner-facing guidance, internal process documents, and frequently asked questions as requirements change.
Develop 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.