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 complete administrative and grant-related requirements 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 helps maintain reliable administrative systems, assists participants with enrollment and program activities, and keeps documentation organized, accessible to authorized personnel, and compliant with organizational and grant requirements. The program serves 14 counties in Southeast Missouri: Cape Girardeau, Perry, Bollinger, Scott, Mississippi, New Madrid, Pemiscot, Dunklin, Wayne, Stoddard, Ste. Genevieve, St. Francois, Madison, and Butler. Travel within the service area may be required 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.
Ability to prioritize competing tasks and meet established deadlines.
Ability to learn new software, databases, and administrative systems.
Ability to identify missing documentation and follow established procedures for resolving discrepancies.
Sound judgment when handling confidential or sensitive information.
Commitment to supporting equitable access to workforce training, employment, and career development opportunities.

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, including distributing forms, collecting documentation, reviewing packets for completeness, and following up on missing information.
Maintain organized participant files and coordinate enrollment appointments, orientations, assessments, and other participant activities.
Route eligibility questions and participation decisions to appropriate SEMO RISE staff and provide courteous support with general enrollment and program logistics inquiries.
Coordinate with outreach, case management, and employment navigation staff to support participants' transition into program services.
Maintain accurate, organized, and up-to-date electronic and paper records for participants, activities, partners, and administrative operations.
Organize participant forms, attendance records, training documentation, consent forms, referrals, and other required materials; monitor completeness and communicate outstanding requirements.
Help prepare files and documentation for internal reviews, monitoring visits, audits, grant compliance reviews, and quality assurance activities.
Follow organizational policies and applicable requirements for confidentiality, records retention, data security, and access to sensitive information.
Coordinate appointments, meetings, orientations, workshops, training activities, employer events, and other program activities; maintain calendars and communicate schedule changes.
Assist with meeting spaces, materials, sign-in sheets, technology, agendas, attendance documentation, follow-up communications, travel arrangements, and event logistics.
Track upcoming deadlines, required activities, and outstanding administrative tasks, and support efficient scheduling among program staff.
Provide day-to-day administrative support to the SEMO RISE Project Manager and program team; maintain supply inventories and assist with ordering or replenishment.
Process routine administrative paperwork and route invoices, purchase requests, and expense documentation to authorized personnel.
Maintain organized electronic files, shared folders, and administrative tracking tools, and identify opportunities to improve administrative workflows and documentation systems.
Enter and update participant information, enrollment status, attendance, service activity records, and other required information in designated systems.
Track enrollment progress, participant participation, scheduled activities, and outstanding documentation; review records for errors or inconsistencies and notify appropriate staff.
Collaborate with the Data & Performance Specialist on accurate data collection, documentation, reporting, activity summaries, tracking logs, and grant deadlines.
Serve as an administrative contact for routine participant inquiries and respond to telephone calls, emails, and other communications professionally and promptly.
Direct complex program, eligibility, employment, or supportive-service questions to the appropriate team member; send reminders and distribute program announcements and informational materials.
Support grant and organizational compliance by maintaining required documentation, checklists, forms, tracking logs, and procedures, and notifying the Project Manager of upcoming requirements or outstanding items.
Perform other duties as assigned in support of SEMO RISE program goals and grant requirements.