Program Support Specialist - SEMO RISE

Community Partnership of Southeast Missouri•Cape Girardeau, MO

About The Position

The Program Support Specialist provides administrative, operational, and coordination support for the SEMO RISE program. The role supports efficient program operations through participant enrollment assistance, documentation management, scheduling, recordkeeping, communication, and coordination of program activities. The specialist works closely with the SEMO RISE Project Manager, Case Manager, Employment Navigator, Outreach & Engagement Specialist, and Data & Performance Specialist to maintain organized processes and help ensure administrative and grant-related requirements are completed accurately and on time. SEMO RISE (Regional Industry Skills and Employment) expands access to workforce training and employment opportunities in skilled trades and construction, information technology, and commercial drone technology. The specialist maintains reliable administrative systems, assists participants as they navigate enrollment and program activities, and ensures documentation is organized, accessible to authorized personnel, and maintained according to organizational and grant requirements. The program serves 14 counties in Southeast Missouri, and the position may require travel within the service area for program events, participant activities, partner meetings, and other operational needs.

Requirements

High school diploma or equivalent.
Experience in administrative support, office coordination, records management, customer service, program support, or a related field.
Strong organizational skills and attention to detail.
Ability to maintain accurate records and manage multiple tasks and deadlines.
Proficiency with common office software, including email, word processing, spreadsheets, calendars, and electronic file management.
Strong written and verbal communication skills.
Ability to handle confidential information professionally and appropriately.
Ability to work independently and collaboratively in a team environment.
Ability to communicate effectively with participants, staff, employers, and community partners from diverse backgrounds.
Commitment to accurate and timely recordkeeping, confidentiality, and established administrative procedures.

Nice To Haves

Associate degree or additional training in business administration, office management, human services, or a related field.
Two or more years of experience in administrative support, program coordination, workforce development, or grant-funded programming.
Experience maintaining participant files, enrollment records, or other documentation subject to compliance requirements.
Familiarity with electronic databases, case management systems, customer relationship management systems, or program tracking tools.
Experience supporting scheduling, event coordination, data entry, and reporting processes.
Familiarity with workforce development programs, employment services, training programs, or community-based organizations.

Responsibilities

Assist with participant enrollment and intake by distributing forms, collecting documentation, explaining administrative requirements, reviewing packets, and following up on missing information.
Maintain organized participant files and ensure required forms and supporting documents are collected and stored according to program procedures.
Coordinate enrollment appointments, orientations, assessments, and other participant activities; route eligibility questions and participation decisions to appropriate staff.
Provide courteous participant communication and coordinate with outreach, case management, and employment staff to support transitions into program services.
Maintain accurate electronic and paper records for participants, activities, partners, and administrative operations, including forms, attendance, training records, consents, and referrals.
Monitor records for completeness, communicate outstanding requirements, and assist with documentation preparation for reviews, monitoring visits, audits, and grant compliance reviews.
Follow confidentiality, records-retention, data-security, access-control, and applicable privacy requirements.
Coordinate appointments, meetings, orientations, workshops, training activities, employer engagement events, and other program activities.
Maintain calendars and communicate schedule changes; coordinate meeting spaces, materials, sign-in sheets, technology, agendas, attendance records, and follow-up communications.
Track deadlines, required activities, outstanding administrative tasks, and travel or event logistics.
Provide day-to-day administrative support to the Project Manager and program team; maintain supply inventories and assist with ordering or replenishing supplies.
Process routine administrative paperwork and route invoices, purchase requests, or expense documentation to authorized personnel.
Maintain organized electronic files, shared folders, and administrative tracking tools; identify opportunities to improve workflows and documentation systems.
Enter and update participant information, enrollment status, attendance, service activities, and other required information in designated systems.
Track enrollment progress, participation, scheduled activities, and outstanding documentation; review records for errors or inconsistencies and notify appropriate staff.
Collaborate with the Data & Performance Specialist on data collection, documentation, and reporting; compile routine information and assist with activity summaries and reports.
Serve as an administrative contact for routine participant inquiries, scheduling, documentation requirements, and general program information; respond to calls and messages in a timely, professional manner.
Direct complex program, eligibility, employment, or supportive-service questions to the appropriate team member; send reminders and distribute program communications.
Assist with maintaining grant-required documentation, checklists, forms, tracking logs, and administrative procedures; prepare materials for grant monitoring, compliance reviews, and quality assurance activities.
Track administrative deadlines and alert the Project Manager to upcoming requirements or outstanding items; follow established purchasing, expense, and participant-file procedures.
Perform other duties as assigned in support of SEMO RISE program goals and grant requirements.