ESL Coordinator

ESL Coordinator – Job Description

The Reading People / Capital Area Literacy Coalition

Classification: Part-Time

Reports to: Executive Director

Schedule: 20–28 hours per week, 3–4 days per week (on-site; occasional evenings/weekends as needed)

Location: On-site at TRP and partner locations; remote work only with prior ED approval

Position Summary

The ESL Coordinator manages all operational, instructional, and administrative components of The Reading People’s ESL program. Responsibilities include assessments, class instruction, volunteer-led small group coordination, tutor training, semester scheduling, curriculum/material development, resource room management, student support, community partnerships, and grant-related data reporting.

The coordinator typically teaches 3–5 hours per week and provides limited one-on-one tutoring (maximum 2 hours/week). Instructional load may be adjusted based on program management needs.

Priority Order of Responsibilities

When time or capacity is limited, responsibilities are prioritized as follows:

• Grant compliance and reporting
• Student intake, assessment, and retention
• Program scheduling and operations
• Volunteer tutor training and support
• Instruction

Essential Duties and Responsibilities

Program Operations

Lead daily operations of the ESL program, ensuring consistent delivery, student engagement, and alignment with organizational and grant expectations.

Student Intake, Assessment, and Retention

Conduct 6–8 ESL assessments per month (baseline expectation).

Manage assessment calendar independently and ensure timely scheduling of new students.

Perform all intake assessment appointments for students seeking tutoring.

Maintain accurate student records in Excel/Knack and ensure all data is current and complete.

Track student retention based on meaningful engagement every 30 days (class, tutoring, phone, email, or text).

Actively manage retention:

• Identify inactive students
• Initiate follow-up outreach
• Re-engage learners or document disengagement

Program Administration and Data Management

Maintain accurate class attendance logs and program participation records.

Ensure all program data is organized, accessible, and audit-ready for reporting and grant compliance.

Maintain regular communication with learners regarding schedules, changes, and program updates.

Ensure confidentiality and security of all student data.

Resource and Materials Management

Maintain and curate the ESL Resource Room and digital resource library.

Organize materials by level and purpose (Beginner, Intermediate, Conversation, Citizenship).

Ensure materials are accessible, labeled, and usable by both staff and volunteers.

Train tutors on how to use the resource room and digital resources effectively.

Shared Organizational Support

Greet walk-in clients and answer phones as part of shared office coverage.

Support general office operations and assist with organizational tasks when needed, provided these do not interfere with core ESL program responsibilities.

Instruction Responsibilities

Teach 3–5 hours per week of in-person and/or virtual ESL classes across multiple proficiency levels (e.g., Beginner, Intermediate, Conversation, Citizenship), based on student demand.

Ensure classes are student-centered and responsive to learner needs, incorporating learner goals, real-life communication, and active participation into instruction.

Adjust teaching load and class offerings each semester based on enrollment, program priorities, and available volunteer support.

Offer Citizenship Preparation programming based on demonstrated learner demand; may be adjusted or paused with Executive Director approval.

Provide up to 2 hours per week of individual tutoring when necessary.

Create classroom materials, assignments, handouts, homework packets, and level-appropriate assessments aligned to learner needs and class levels.

Maintain and update curriculum with modest revisions each semester.

Upload digital copies of materials to SharePoint.

Track class attendance and learner engagement.

Volunteer-Led Instruction Support

Maintain close, ongoing communication with volunteers who lead small-group ESL classes.

Provide guidance, materials, and instructional support to ensure alignment with program standards and student needs.

Monitor small-group class effectiveness and address gaps in instruction, participation, or structure.

Respond to volunteer needs, including scheduling support, material requests, and classroom challenges.

Semester Scheduling Responsibilities

Prepare the ESL class schedule for Spring, Summer, and Fall each year.

Offer classes Monday–Thursday during TRP operating hours.

Add evening classes when demand warrants and with ED approval.

Include at least one virtual (Zoom) class per week.

All ESL classes operate on a drop-in basis with no pre-registration.

Submit proposed schedules to the ED two weeks before each semester.

Obtain ED approval before publishing or promoting schedules.

After approval, update systems, communicate class times, and coordinate with tutors.

Tutor Training and Volunteer Support

Train all new ESL tutors; minimum one training session per month, with optional second session if needed.

Lead structured tutor orientation and skills-based training.

Allow tutors to shadow classes as part of training.

Support volunteer tutors teaching small-group ESL classes, including:

A. Recruiting interested volunteers

B. Training them to lead small groups

C. Scheduling and coordinating small-group classes

D. Providing materials and lesson plans

E. Observing sessions periodically

F. Assisting with class cancellations or adjustments

Provide ongoing tutor support and problem-solving assistance.

Role Clarity:

The ESL Coordinator is responsible for instructional quality, training, and classroom support.

The Volunteer Coordinator is responsible for volunteer recruitment, onboarding logistics, and retention.

Collaborate with the Volunteer Coordinator on tutor matching.

Refer any tutor performance concerns to the Volunteer Coordinator.

Citizenship Program Responsibilities

Offer Citizenship Preparation programming based on learner demand.

Maintain and organize citizenship study materials.

Track attendance and learner progress.

Include data in all monthly and grant reporting.

Grant Responsibilities

Understand all grant requirements related to ESL, assessment, tutoring, and citizenship programming.

Ensure activities comply with all grant expectations.

Collect required program data and submit to ED two weeks before grant deadlines.

Assist with grant writing as assigned.

Accountability:

The ESL Coordinator is responsible for accurate and timely ESL program data collection and submission.

The Executive Director is responsible for final grant reporting.

Monthly Reporting Requirements

See attachment

Community Engagement and Events

Participate regularly in ESL outreach as part of the role.

Attend major TRP events, including literacy fairs and community outreach.

Attend at least four Community Book Swap Saturdays per year.

Assist with book building, distribution, and shared organizational tasks.

Represent TRP at partner sites as needed.

Authority and Limits

Authority

The ESL Coordinator may independently:

Create new class sections

Adjust class schedules within approved hours

Cancel classes as needed

Co-approve tutoring matches

Promote new class offerings

Recommend changes to assessments (implementation requires ED approval)

Recommend adjustments to program scope, class offerings, or responsibilities when workload exceeds sustainable capacity.

Requires Executive Director Approval

Semester class schedules

Book/material purchases

Curriculum changes of significant scope

Policy adjustments

Commitments to external agencies

Major schedule changes (evening expansion, building usage)

Any structural program redesign

Required Skills and Qualifications

ESL teaching or tutoring experience required

ESL certification highly preferred

Experience teaching adult English learners

Strong communication and interpersonal skills

Ability to work effectively with diverse immigrant and refugee populations

Proficiency in Outlook, Excel, Word, SharePoint, Teams, and Zoom

Strong organizational and documentation skills

Ability to create instructional materials

Cultural sensitivity, patience, and strong problem-solving skills

Ability to lift 30–35 pounds (books, supplies)

Working Conditions & Physical Requirements

20–28 hours/week, 3–4 days onsite

Teaching onsite and at partner locations as needed

Ability to perform light cleaning, organizing, lifting

Emotional resilience when supporting adults facing significant barriers

Adherence to TRP safety, conduct, and confidentiality policies

Universal TRP Expectations (Applies to All Staff)

Confidentiality & Data Protection

Per TRP Confidentiality Agreement

Technology Use Standards

Use of Outlook, SharePoint, Teams, and TRP-approved systems

Work Location Policy

Onsite partner sites; remote work requires ED approval

Shared Organizational Duties

Book building, office tasks, phone coverage, greeting walk-ins

Internal Controls Compliance

Per TRP Internal Controls policy

Communication Expectations

Respond within 24 hours on scheduled workdays

Safety & Emergency Reporting

Immediate reporting required per Employee Handbook

Other Duties as Assigned

Provided they do not significantly interfere with core ESL program responsibilities

Annual Review Clause

Performance evaluated annually using defined metrics and competencies, including but not limited to:

• Student retention and engagement (30-day tracking)
• Assessment volume and intake efficiency
• Class participation and utilization
• Tutor engagement and support effectiveness
• Timeliness and accuracy of grant-related data

Pay: $19.50 - $21.50 per hour

Benefits:

• Flexible schedule
• Paid time off
• Professional development assistance

Work Location: In person

Salary : $20 - $22