Position Title

Assessment & Intake Coordinator

Position Type

Full-time

Reports To

Director of Student Success

Overview

The Literacy Alliance Assessment & Intake Coordinator manages the intake, testing and placement processes of the organization to ensure a quality and efficient process that meets compliance requirements and creates a foundational learning experience for the students.

Responsibilities

• Intake and Registration
• Manage coverage for the Intake Lobby and provide direct support as needed to ensure consistent coverage throughout business hours to greet students, answer questions, direct to testing rooms, or manage registration.
• Work with the HR & Operations Coordinator to assist with coverage of the Intake Lobby. Ensure any staff, volunteers, or AmeriCorps Members welcoming guests and/or answering calls are properly trained.
• Staff front desk personally if needed and ensure coverage of incoming phone calls. Take calls personally if needed, or ensure coverage with a trained support team. Ensure messages from students are followed up on promptly and non-student calls routed to the appropriate person immediately.
• Assist referral partners with coordinating referrals, communicating to potential students, and answering questions they may have about the referral process.
• Book individual registration appointments and ensure a trained support team to assist in appointment scheduling.
• Schedule group registration appointments.
• Proctoring and Assessment
• Coordinate and schedule individual and group proctoring appointments for all Literacy Alliance programs including ABE, GED, ESL and appropriate job certifications. Conduct actual proctoring when needed.
• Ensure compliance with all testing protocols required by the Department of Education and test publishers.
• Provide training information to staff and AmeriCorps Members on assessment training.
• Ensure all staff, volunteers, and AmeriCorps Members are properly trained on assessment procedures. Assist the HR & Operations Coordinator in maintaining all staff proctoring certificates.
• Take the lead role in any off-site testing including determining dates, times and locations and the presence of a proper testing environment.
• Interface with program partners to plan for off site registrations and proctoring.
• Maintain testing voucher inventory.
• Work with the HR & Operations Coordinator to maintain inventory and preparedness of testing computers and technology such as hot spots and tablets.

Student Registration, Placement, and Support

• Lead and coordinate the appropriate placement of students in instruction and assist in determining appropriate placement in small-group classes, tutoring or asynchronous learning.
• Coordinate placement of students in asynchronous learning platforms such as Essential Education. Train staff and AmeriCorps Members on the same platforms.
• Manage company ride-share and bus transportation request from students.
• Instructor Scheduling and Support
• Work with HR & Operations Coordinator to maintain a master calendar of small group classes. Work with the AmeriCorps team to incorporate schedules of AmeriCorps Members.
• Direct instructional staff regarding schedules, classrooms, and timely preparation.
• Provide direction to staff, AmeriCorps Members and volunteers on daily instructional tasks, locations of rooms and technology, and availability of materials.
• Maintains teacher substitute plans and coordinates substitute arrangements including ensuring substitutes are provided needed material for classes and are prepared for use of technology.
• Manage coverage for the Learning Lab with the Student Services Director and HR & Operations Manager.
• Student and Teacher Communication
• Designs and sends out student notices via text and email.
• Sends communications to teachers regarding office notices, schedule changes, room changes, event logistics, etc.
• Approves any student or teacher communications being developed by other staff or AmeriCorps Members.
• Program Operations
• Maintain bus pass inventory and distribution process.
• Maintain relationship with partner annual grant of bus passes.
• Manage the daily instructional use of the organization’s physical space. Coordinate onsite activity of instructors and volunteers to effectively utilize instructional space and resources including scheduling rooms, identifying temporary workspace, or scheduling shared space usage.
• Monitor activity taking place in instructional spaces to ensure appropriate usage.
• Proactively ensure instructors and tutors are in designated instructional spaces at the appropriate time and prepared for activities.
• Organizes and maintains all instructional material and develops systems for ongoing organization and upkeep.
• Maintains materials inventory for audit.
• Ensure appropriate inventory of educational materials and supplies.
• Organizes and expands the office reference library.
• Ensure new students are greeted upon entry into the space and their needs identified.
• Support maintenance of a clean and well organized educational space environment.
• Serve as Co-Floor Captain contact for building management
• Data maintenance
• Updates database with student information and testing scores. Runs reports as needed.
• Provides reports to COO for NRS Survey submission and goals reporting
• Policies and procedures
• Develop and maintain policies and procedures for student interactions, liability, orientation, etc.
• Continuous Quality Improvement
• Regularly evaluates and makes recommendations for the policies, procedures and training around instructional operations.

Qualifications

• Experience, education or interest in conducting adult education, literacy, GED, high-school equivalency or similar instruction.
• Associate’s Degree or a two-year combination of relevant experience.
• Quality verbal and written communications skills.
• Ability to work independently and in a team.
• Competency with and interest in Google Workspace and Google Classroom tools.
• Drivers license and reliable transportation.

Education and Experience

Associate’s Degree or a two-year combination of education, training, and professional level experience teaching reading, language, and math to persons 16 years of age or older.

Job Type: Full-time

Pay: From $41,000.00 per year

Benefits:

• Health insurance
• Paid time off

Schedule:

• Monday to Friday

Ability to Relocate:

• Jacksonville, FL 32202: Relocate before starting work (Required)

Work Location: In person