Outreach Training Institute Part Time Coordinator

To provide administration of OTI’s CASAC training program, under the direction of the Administrative Manager.

Job Specific Criteria:

Provides administration and oversight of the OTI CASAC program, including, but not limited to:

• Answer incoming phone calls and emails relating to application requests, registrations, admission process, transcript requests, and all inquiries in a time manner regarding CASAC training program & Professional Development training.
• Posting and preparing student handouts, provide appropriate training materials to registrants & instructors, ensure students & participants are in compliance with online policy, & ensure online platforms are being used appropriately, correspond with student messages.
• Open virtual classrooms/meeting, conduct virtual classroom introduction, which includes basic instruction of how to use virtual platform (Webex), may also include assisting participants with basic troubleshooting of issues such as entering the proper display, camera functionality, speakers, microphone, etc.
• Timely response to inquiries, confirming registrations, sending out notifications/reminders.
• Scheduling, administering & proctoring electronic exams, participate in new student orientation.

• Addressing immediate student questions, concerns, issues and inquiries.
• Entering and maintaining proper data entry of student records into the school database, this may include registering students for class, recording attendance, ensuring completion of assignments, and proper exam scores.

• Ensures that student files are complete, up to date and are in compliance with standards, regulations and funding requirements.
• Ensures that students are notified of outstanding items that need to be completed prior to program completion and directs them to the appropriate staff/advisor if needed.
• Trainers and advisors are aware of and reminded of training activities; confirming instructors no later than one week ahead of the scheduled training to ensure appropriate delivery of OTI classes.
• Ensures equipment is operational & ready for trainers, and/or that virtual classes are set up properly.
• Ensures communication of relevant issues to OTI staff, students and advisors.
• Ensures quality of customer interactions, on the phone and in person.
• Tuesday 12-8, Wednesday 2-8pm and Thursday 2pm-8pm

Each role at Outreach has identified production and outcome goals. These goals may be stated as a number or as an outcome within an identified time frame. These goals are intended to provide each job holder the knowledge they need about expected performance. Accomplishments against these goals will be a discussion point in the annual evaluation.

Standard Criteria:

• Interacting with staff, clients, students and visitors in a courteous, professional and respectful manner that is consistent with the agency’s mission and values.
• Producing accurate, neat and thorough work.
• Prioritizing and planning work time efficiently; effectively managing competing demands and dealing with changes, delays and unexpected events.
• Understanding and consistently complies with agency policy and procedures (including time and attendance, dress code, etc…).
• Supporting a positive work atmosphere by behaving and communicating in a manner that allows the employee to get along with clients, students, coworkers and supervisors.
• Communicating (in writing as well as orally) clearly and concisely
• Illustrating flexibility and adaptability in role and function when circumstances warrant; (demonstrates openness to assist in needed responsibilities in evolving situations).
• Maintaining appropriate boundaries, ethics and professionalism; complying with agency, OASAS and other professional code(s) of ethics; seeking supervision when challenges arise.

Collaborates with:

All members of the OTI Team

Supervised by:

Administrative Manager

Qualifications:

High School Diploma, Associates or Business Skills training is desirable. Experience working in a fast-paced office is necessary and in an academic setting is a plus. MUST be proficient in Microsoft Office, Adobe Acrobat, Google Docs/Forms/Sheets, as well as an understanding of virtual meeting platforms such as Webex, Zoom, Teams, etc. Knowledge of the CASAC program and/or a CASAC T or CASAC a big plus.

Certificates & Licenses: None required