Program Coordinator (Outreach Training Institute)

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.

Provide courteous reception of all students, faculty and other guests of OTI and provide assistance with OTI services.

Use computer software programs such as Microsoft Office to create spreadsheets, type letters, respond to emails, organize calendar, as well as Adobe Acrobat to create & adjust documents.

Posting and preparing student handouts, provide appropriate training materials to registrants, ensure students & participants are in compliance with online policy, and ensure online platforms are being used appropriately, correspond with student messages on Webex app.

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 and reminders for training.

Scheduling, administering & proctoring electronic exams, participate new student orientation.

Sending acceptance letters and payment contracts, processing payments.

Addressing and managing student issues and inquiries.

Entering, maintaining and registering new student records in Roll Call and that appropriate entry is made on student attendance, completion of assignments, tracking and billing.

Creating the CASAC program schedule and setting up classes in Roll Call. Updating / editing the Webex calendar and sending out Webex links and information for classes.

Ensures that student files are complete, up to date and are in compliance with all OASAS, Outreach and other applicable standards, regulations and funding requirements.

Responds to inquiries and requests from alumni for certificates and transcripts.

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.

Utilizes electronic administrative systems (including, but not limited to Roll Call, Web-Ex, Microsoft 365 One Drive, Outlook calendar, Socrative) to maximize effectiveness and efficiency, and to assure access to data and information between sites and remotely.

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. Handouts or materials are sent out in advance to instructors and students.

Ensures equipment is operational & ready for trainers, and / or; that virtual classes are set up.

Provides oversight of the quality of OTI services and the performance of instructors and other consultants (career development, intern supervision), reviews instructor evaluations, and in consultation with the director, provides feedback and direction to consultants to ensure services to students are consistent with OTI standards.

Ensures timeliness of consultant invoice process and interfaces with bookkeeping / fiscal staff on all fiscal related issues.

Ensures communication of relevant issues to OTI staff, students and advisors.

Ensures quality of customer interactions, on the phone and in person.

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. Proficiency in Microsoft Office, Adobe Acrobat, Google Docs / Forms / Sheets, as well as virtual meeting platforms (Webex, Zoom, Teams, etc). Knowledge of the CASAC program and / or a CASAC T or CASAC a big plus.

Certificates & Licenses : None required

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

Hours are M-F 9am-8 : 30pm 3 evening shifts Tue-Thur 12-8 : 30. Flexibility is pertinent to the role; generally M / F are 9-5.