What are the responsibilities and job description for the Program Coordinator position at Phalen Leadership Academies?
About Skilled US
Skilled US is a nonprofit workforce development organization preparing adults and young people for family-sustaining careers through scholarships and tuition-free training in healthcare, IT, construction, manufacturing, logistics, and more. We pair instruction with wraparound supports and work-based learning to move learners from enrollment to employment and long-term retention.
Position Summary
The Program Coordinator is a key front-line team member responsible for supporting daily program operations and ensuring every participant, partner, and visitor receives a welcoming and professional experience. This role serves as the first point of contact at the Skilled US site, helping assess participant needs, providing administrative and event support, and assisting the Director, Operations Manager, and Marketing Manager with program execution and day-to-day coordination. This position requires strong organization, professionalism, and the ability to manage multiple priorities under pressure while delivering excellent customer service and maintaining high standards of quality.
Core Responsibilities
Front-Line Participant Support & Site Experience
We are here to lift up individuals who are ready to work but have been shut out of opportunity. Our goal is not only to prepare them, but to place them. If you are passionate about workforce equity and driven by results, we want you on our team.
This position description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time, with or without notice
About Skilled US
At Skilled US, we help adults change their lives through education, career training, and workforce readiness. We operate a full-service, brick-and-mortar adult education campus that combines high-quality instruction, career pathways, and wraparound support to help students succeed in training and employment. We are a student-first organization guided by our core values: Students First, Respect, Determination, Continuous Improvement, and Gratitude. Our work is fast-paced, mission-driven, and focused on meeting both learner needs and workforce demands.
Skilled US Equal Opportunity Statement
Skilled US is an equal opportunity employer. We are committed to building an inclusive environment and welcome candidates who will strengthen our mission and impact.
Please read carefully.
Phalen Leadership Academies (PLA) is an equal opportunity employer. PLA does not discriminate in employment on account of race, color, religion, national origin, citizenship status, ancestry, age, sex (including sexual harassment), sexual orientation, marital status, physical or mental disability, military status or unfavorable discharge from military service.
By completing this application you understand that neither the completion of this application nor any other part of my consideration for employment establishes any obligation for PLA to hire me. If hired, I understand that either PLA or I can terminate my employment at any time and for any reason, with or without cause and without prior notice. I understand that no representative of PLA has the authority to make any assurance to the contrary.
You attest by applying to this position that you have given PLA true and complete information on this application. No requested information has been concealed. I authorize PLA to contact references provided for employment reference checks. If any information I have provided is untrue, or if I have concealed material information, I understand that this will constitute cause for the denial of employment or immediate dismissal.
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Skilled US is a nonprofit workforce development organization preparing adults and young people for family-sustaining careers through scholarships and tuition-free training in healthcare, IT, construction, manufacturing, logistics, and more. We pair instruction with wraparound supports and work-based learning to move learners from enrollment to employment and long-term retention.
Position Summary
The Program Coordinator is a key front-line team member responsible for supporting daily program operations and ensuring every participant, partner, and visitor receives a welcoming and professional experience. This role serves as the first point of contact at the Skilled US site, helping assess participant needs, providing administrative and event support, and assisting the Director, Operations Manager, and Marketing Manager with program execution and day-to-day coordination. This position requires strong organization, professionalism, and the ability to manage multiple priorities under pressure while delivering excellent customer service and maintaining high standards of quality.
Core Responsibilities
Front-Line Participant Support & Site Experience
- Serve as the first point of contact for participants, visitors, and partners entering the Skilled US building, providing a warm, professional, and student-centered welcome
- Assess immediate participant needs and route individuals to the appropriate staff member or service (intake, coaching, instructors, employment support, etc.)
- Answer and triage inbound calls, walk-ins, and general inquiries with a solutions-oriented approach
- Maintain a clean, organized, and welcoming front office space that reflects Skilled US professionalism and mission
- Support the Director, Operations Manager, and Marketing Manager with program-related projects tied to enrollment goals, class operations, participant services, and site readiness
- Provide administrative support to instructors as needed, including printing, materials preparation, attendance support, and classroom logistics
- Assist with scheduling, meeting coordination, and internal communication related to classes, workshops, and events
- Maintain accurate records and documentation to support smooth program delivery and compliance expectations
- Provide on-site support for recruitment events, orientations, community enrollment days, and partner engagements
- Assist with check-in processes, participant flow, sign-in sheets, room setup, and follow-up coordination
- Support the distribution of outreach materials and help ensure staff have what they need for events and presentations
- Enter, update, and maintain participant records and service activity tracking in Salesforce with high accuracy and timeliness
- Support data collection and basic reporting needs for operations and team visibility
- Use Microsoft Office, Google Workspace, and other Skilled US tools to create and manage documents, trackers, schedules, and communications
- Utilize technology tools (including ChatGPT and related AI platforms) to support efficient communication drafting, documentation, and workflow support while adhering to confidentiality and data standards
- 2 years of experience in program coordination, administrative support, education/workforce services, or a customer-facing operations role
- High proficiency with Salesforce or a comparable CRM system (required)
- Strong working knowledge of Microsoft Office and Google Workspace (Docs, Sheets, Calendar, Email)
- Comfortable using modern technology tools, including ChatGPT/AI support platforms in a professional setting
- Excellent organizational skills with the ability to manage multiple priorities under deadlines and changing needs
- Strong interpersonal and customer service skills with the ability to remain calm, positive, and solutions-oriented
- High attention to detail and commitment to excellence in participant experience, communication, and follow-through
- Experience supporting adult education, workforce development, or community-based training programs
- Experience supporting events, enrollment activities, or intake processes
- Familiarity with participant-centered or trauma-informed service environments
- Bilingual (preferred but not required)
- Professional presence and strong front-line communication
- Fast-paced multitasking and execution under pressure
- Follow-through, dependability, and ownership mindset
- Strong teamwork and ability to support multiple managers
- Consistent accuracy in data, communication, and logistics
- Positive attitude and “do what it takes” service orientation
- In-person, role-based at a Skilled US site, with daily participant interaction
- Schedule may include occasional early morning, evening, or weekend events, depending on recruitment and program
We are here to lift up individuals who are ready to work but have been shut out of opportunity. Our goal is not only to prepare them, but to place them. If you are passionate about workforce equity and driven by results, we want you on our team.
This position description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time, with or without notice
About Skilled US
At Skilled US, we help adults change their lives through education, career training, and workforce readiness. We operate a full-service, brick-and-mortar adult education campus that combines high-quality instruction, career pathways, and wraparound support to help students succeed in training and employment. We are a student-first organization guided by our core values: Students First, Respect, Determination, Continuous Improvement, and Gratitude. Our work is fast-paced, mission-driven, and focused on meeting both learner needs and workforce demands.
Skilled US Equal Opportunity Statement
Skilled US is an equal opportunity employer. We are committed to building an inclusive environment and welcome candidates who will strengthen our mission and impact.
Please read carefully.
Phalen Leadership Academies (PLA) is an equal opportunity employer. PLA does not discriminate in employment on account of race, color, religion, national origin, citizenship status, ancestry, age, sex (including sexual harassment), sexual orientation, marital status, physical or mental disability, military status or unfavorable discharge from military service.
By completing this application you understand that neither the completion of this application nor any other part of my consideration for employment establishes any obligation for PLA to hire me. If hired, I understand that either PLA or I can terminate my employment at any time and for any reason, with or without cause and without prior notice. I understand that no representative of PLA has the authority to make any assurance to the contrary.
You attest by applying to this position that you have given PLA true and complete information on this application. No requested information has been concealed. I authorize PLA to contact references provided for employment reference checks. If any information I have provided is untrue, or if I have concealed material information, I understand that this will constitute cause for the denial of employment or immediate dismissal.
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