Part-Time Program Assistant

Description

Summary
The Part-Time Workforce Development Program Assistant works under the supervision of the Workforce Development Manager. This position provides administrative and program support to WIOA and Career Coach staff. Responsibilities include answering phones, scheduling appointments, assisting participants, maintaining organized records, and ensuring required documentation is filed accurately. The ideal candidate is organized, professional, dependable, and comfortable working with students, job seekers, employers, and community partners.

Examples of Duties

• Answer incoming telephone calls, respond to general questions, take accurate messages, and direct callers to the appropriate staff member.
• Schedule and confirm participant appointments, orientations, assessments, and follow-up meetings.
• Greet participants and provide professional front-desk and customer service support.
• Assist WIOA and Career Coach staff with daily administrative and program-related tasks.
• Organize, scan, upload, copy, and file participant and program documentation.
• Review files for missing documents and notify the appropriate staff member when information is needed.
• Enter and update participant information in approved databases, spreadsheets, and tracking systems.
• Maintain accurate electronic and paper records in accordance with WIOA, grant, and departmental procedures.
• Assist with preparing orientation packets, applications, forms, letters, and other program materials.
• Contact participants by phone, email, or text to provide reminders and request outstanding documentation.
• Assist staff with coordinating workshops, orientations, recruitment activities, career fairs, and special events.
• Help maintain office calendars, appointment schedules, supply inventories, and shared program files.
• Protect confidential participant information and follow all applicable privacy and recordkeeping requirements.
• Collaborate professionally with Workforce Development staff, college departments, participants, employers, and community partners.
• Support departmental and college-wide goals and initiatives.
• Perform other related duties as assigned.

Minimum Qualifications

• High school diploma or equivalent required.
• Previous office, administrative support, customer service, or clerical experience preferred.
• Strong organizational and time-management skills.
• Excellent verbal, written, and interpersonal communication skills.
• Ability to provide professional and respectful customer service to individuals from diverse backgrounds.
• Basic computer skills, including experience with email, Microsoft Word, Excel, and electronic recordkeeping.
• Ability to enter information accurately and maintain organized files.
• Ability to handle confidential and sensitive information appropriately.
• Ability to follow instructions, meet deadlines, and manage multiple assignments.
• Ability to work both independently and collaboratively as part of a team.
• Must successfully pass a criminal background check.

Supplemental Information

Preferred Qualifications

• Experience working in workforce development, higher education, social services, or a grant-funded program.
• Familiarity with WIOA programs or workforce-development services.
• Experience scheduling appointments, maintaining participant records, or entering information into a database.